Expenses Overview

Expenses are costs that are incurred for running a business. They can be incurred on various day-to-day business activities including travel, food, and lodging. Record and claim reimbursement for all the expenses you incur on behalf of your business in the Expenses module.

What is an expense?

An expense is a record of money spent by an employee for business purposes, such as travel, meals, accommodation, or office supplies.

Lifecycle of an Expense

An expense is first created by an employee, added to an expense report and submitted for approval. The approver reviews it and either approves or rejects it. Once approved, the expense is reimbursed.

Statuses Of Expenses

The following are the statuses of expenses: Unreported: If the expenses are not added to a report, the status will be Unreported. Unsubmitted: Expenses that are added to a report in Draft status will be in Unsubmitted status. Expired: Expenses that aren’t approved before the expiry date that was configured by the admin, will be in the Expired status.

Types of Expense Views

You can classify and identify your expenses easily by switching among the different types of expense views. The types of expense views are: List View All your expenses will be listed vertically with details such as date, category, amount, associated report, and status. Receipt View* All the receipts will be displayed along with their expense details. In the receipt view, you can also add an expense to an expense report from the Add to Report band at the bottom of the receipt. Calendar View This view has a calendar which displays the total expense amount and the number of expenses created on a particular day of the month. You can also add a new expense for a specific date by clicking the date on the calendar.

To switch between views:

• Click **Travel and Expenses on the left side bar.
• Navigate to the Expenses tab.
• Click the List icon at the top right corner of the page and select your preferred view.

Types of expenses

• Regular Employee Expenses: Standard business expenses incurred by employees, such as meals, accommodation, office supplies, or client entertainment.
• Mileage Expense: Expenses calculated based on the distance travelled using a personal vehicle for business purposes, reimbursed at a predefined mileage rate.
• Per Diem Expense: Daily allowance provided to employees for travel-related costs like meals and incidentals, calculated based on predefined per diem rates.
• Card Expense: Expenses created from transactions made using corporate cards and automatically imported into Zoho ERP.
• Personal Expense: A personal expense is a non-reimbursable expense that is paid using a corporate card but incurred for personal use.
• Reimbursable Expense: Expenses that are eligible for reimbursement and will be paid back to the employee later.
• Billable Expense: Expenses incurred on behalf of a customer or project that can be billed to the customer and reimbursed later.