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Ways to record expenses

You can record expenses in multiple ways using Zoho Expense:

Creating an expense for a receipt

Once your receipts are uploaded and ready, the next step is to convert them into an expense entry. To do that:

You will see a notification message on top of the page saying that your expense details have been updated.

Edit Expense

Attaching multiple receipts to an expense

You can attach a maximum of 5 receipts to an expense, each of size 7 MB. Please perform the following steps:

Attach receipts

Attach receipts

primary receipts

attach receipts from cards

Creating a new expense

New Expense

Note: You can also create a new expense directly from inside the Expenses section by clicking the + New button present on the top right corner of the page.

New Expense

Itemizing your expense

Let’s take an instance where you meet a client for lunch and want to record the same as an expense in Zoho Expense. While doing so, you want to apply tax only on the food and not on the tips you pay. This can be recorded perfectly by itemizing the expense.

Itemizing expenses

Applying multiple categories

Creating a per diem expense

Employees can create per diem expense in two ways:

To record per diem expense for a single day:

Record Per Diem

To record per diem for multiple days or trip:

Record Bulk Per Diem
Individual Days

Per diem will be calculated by applying the same time duration for all the days. This duration will be commonly used to calculate separate per diem expense for each day according to your organization’s configuration.

Example: If you record per diem for a duration from 09:00 to 17:00 hours, then per diem will be calculated for 8 hours each day as shown below.

Record Per Diem For Individual Days
For Entire Trip

Per diem will be calculated by including all the hours from the start time on the first travel day to the end time on the last travel day. For the days in between, per diem is calculated for 24 hours.

Example: If you record per diem for a duration from 09:00 to 17:00 hours from 14th January to 17th January, then per diem expense for 14th January will be calculated from the start time (09:00 hours) to the end of the day (23:59 hours). Similary for 17th January, duration will be calculated from the beginning of the day(00:00) to the end time(17:00). For all other days, the duration is 24 hours as shown below.

Record Per Diem For A Trip

Adding expenses in bulk

To add expenses in bulk:

Bulk Add Expenses

Bulk Add Expenses

Updating expenses in bulk

To update your expenses in bulk:

Bulk Add Expenses

Bulk Add Expenses

Note: You can bulk upload up to a maximum of 30 expenses at a time.

Recording a mileage expense

To create a mileage expense:

Create mileage expenses

Setting default payment mode

While creating an expense, users can add a new payment mode, or select one from a list of payment modes through which they’ve spent for their expenses. They can select a payment mode every time they create an expense, or they can set a default payment mode.

To create a default payment mode:

Add Payment Mode

Default Payment Mode

Note: Default Payment mode can be set only by an Admin.

Merging expense entries

In Zoho Expense, you can merge two duplicate expenses into one.

To do that:

Selecting expenses for merge

Select Master Expense

Note: Merge action is not applicable for approved and reimbursed expenses.

Sorting expense entries

Under the Expenses section, expense entries can be sorted through various parameters such as:

Sort Expenses

Filtering expense entries

Below given are the list of available expense entry filters.

Expense filters

Editing an expense entry

You can edit an expense entry by selecting the expense entry of your choice, and by clicking the Edit button present on the top left corner of the page.

Editing an Expense entry

Note: Editing the expense is applicable only for unreported, unsubmitted expenses. Expired 

expenses cannot be modified.    

Cloning an expense entry

Cloning duplicates all the essential details of an expense entry. To perform cloning: 

Clone Expenses

Deleting an expense entry

To delete an expense entry: 

Delete Expenses

Delete Expenses

Note: Delete action is applicable only for unreported, and unsubmitted expenses. 

Importing expense entries

Expense entries can be imported in two formats: 

Import Expenses

Exporting expense entries

Expense entries can be exported in two formats:

In order to export expense entries:

Export Expenses

Detecting duplicate expense entries

It is entirely possible that sometimes you might upload the same receipt two or more times and as a result duplicate expenses are created. If you have a long list of expenses, it is next to impossible to find out the duplicate ones.

But now, with the help of Duplicate Detection, you can find and weed out all these possible duplicates in Zoho Expense, with ease. The detection process is done based on Date, Amount, and Currency.

To find out the possible duplicates, follow the instructions mentioned below:

Highlight duplicates

Duplicate action popup

Duplicate actions

Notification about duplicates

Duplicate warning report

Message to approver

Message to approver about duplicate

Note: You cannot delete submitted, approved, and reimbursed expenses.

Admin Settings

You can configure the settings related to the expense module such as:

Learn more about Expense Preferences.

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