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Spend Overview Dashboard

The Spend Overview tab is the default tab on the Zoho Spend Home page. It consolidates your organization wide spending across travel, expenses, procurement, and payables, providing a complete view of how much you’re spending, what you’re spending on, and who you’re spending with.

Here’s how you can view the Spend Overview Dashboard in Zoho Spend:

  • Log in to your Zoho Spend organization.
  • Go to Home on the left sidebar.
  • Select the Spend Overview tab.

Use the Date Range filter at the top to change the reporting period. Every widget on the tab refreshes based on the selected range.

Spend Summary

The Spend Summary widget shows your total organizational spend for the selected period, plotted as a trend across months. It is the headline number for the tab and helps you see whether spending is growing, stable, or declining.

Enable the Show Previous Period toggle to overlay data from the previous equivalent period on the same chart. This is useful when you want to compare, for example, this quarter against last quarter.

How Total Spend is calculated:

Sum of approved expense report amounts, approved bill amounts, and paid amounts for the selected period. All values are converted to your organization’s base currency before totalling.

Outstanding Payables

The Outstanding Payables widget shows the total amount you owe to vendors. It gives the AP team a quick sense of the cash outflow that is still pending.

How Outstanding Payables are calculated:

For every open and overdue bill, take (Bill Total − Amount Paid − Credits Applied). Sum this value across all such bills.

Top Categories and Top Vendors

This widget ranks the top five contributors to spend. You can switch between two views using the in-widget tabs.

  • Top Categories: Shows the top five expense categories driving your spend. This helps you identify the expense categories, such as Travel, Meals, or Software, that account for the largest share of your budget.
  • Top Vendors: Shows the top five vendors receiving the largest share of your procurement spend. This is useful for supplier concentration analysis.

Performance Metrics

The Performance Metrics widget surfaces operational efficiency indicators for four entities — Trips, Reports, Purchase Orders, and Bills. Switch between entities using the tabs at the top of the widget. The metrics shown depend on the entity selected.

Trips

  • Approved Trips: Count of trips in the Approved status during the selected period.
  • Average Approval Time: The average time taken to approve a trip, measured from when it was submitted to when it was approved.
  • Average Cost per Trip: The average amount spent per trip, calculated across all approved trips.
  • Average Trip Lead Time: The average number of days between a trip being approved and the trip’s start date. This tells you how far in advance trips are being approved.
  • Average Trip Duration: The average length of an approved trip, from its start date to its end date.

Reports

  • Approved Reports: Count of expense reports approved during the period.
  • Policy Compliance Rate: The percentage of approved reports that had no policy violations.
  • Average Report Value: The average amount per approved expense report.
  • Average Approval Time: The average time taken to approve a report, measured from when it was submitted to when it was approved.
  • Corporate Card Usage: The percentage of approved report spend that was paid using a corporate card.

Purchase Orders

  • Issued Orders: Count of purchase orders issued during the period.
  • Average Request to Order Time: The average time taken to convert a purchase request into an issued purchase order.
  • On Time Delivery: The percentage of purchase orders that were received on or before their expected delivery date.
  • Average Order Value: The average amount per issued purchase order.

Bills

  • Bills Approved: Count of bills approved during the period.
  • Average Approval Time: The average time taken to approve a bill, measured from when it was submitted to when it was approved.
  • Average Days to Payment: The average number of days taken to pay a bill after it was recorded.
  • Bills Associated with POs: The percentage of bills that are linked to a purchase order.
  • Autoscanned Bills: The percentage of bills that were created using the Autoscan feature.

Budget Consumption

The Budget Consumption widget shows how much of your active budgets has been used in the current period. This helps you catch overspends before they become an issue.

How Budget Consumption is Calculated:

For each active budget, (Actual Spend ÷ Budgeted Amount) × 100. The widget aggregates the top budgets so you can see which ones are close to or above their limits.

Payment Modes

The Payment Modes widget shows how your total payments are distributed across payment modes — Bank Transfer, Cash, Card, and Others. This helps finance teams reconcile transactions and understand payment behavior.

How Payment Modes are Calculated:

For each payment mode, (Amount Paid via Mode ÷ Total Amount Paid) × 100.

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