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Get an accurate picture of your financial position by recording expenses and purchases. Include these in your invoices to get them reimbursed from your clients.

To track how you spend your money, maintain 'Expense Categories' to categorize the expenses you incur. For example, to keep track of all marketing related expenditure create a category called 'Marketing' and say, record the amount you have spent on Google AdWords under this category.

Expense Category List
To view the list of categories, just go to the 'Expenses' tab and click on the 'categories' sub-link. Zoho Invoice provides a default list of categories that you can change to fit your needs.

All categories
Sidebar on the expense category list page

The sidebar on the expense category list page provides links to record an expense, add a customer or an invoice. See image below.

All categories side bar
  1. Go to the 'Expenses' tab.
  2. Click on the 'New Category' button on the sidebar of the expenses list page shown in the image below.
    Select new category

    Enter values for the following fields

    New category fields
    Category Name Give a name to the expense category. This field is mandatory and should be different from any of the existing categories.
    Description Enter a brief description about the category you are adding.

    Click on the 'Save' button to create the category.

Before you record an expense you need to

  • Add the category under which you want to record the expense.
  • If the expense is billable, add the customer for whom you have incurred this expense.
To record an expense
  1. Go to the 'Expenses' tab.
  2. Click on the 'Record Expense' button on the sidebar of the expenses list page shown in the image below.
    Select new expense

    This opens 'Record Expense' page. You need to fill in the below details and click on the 'Save' button to record an expense.

    New expense fields
    Record expense amount and tax informations
    Category Select the category from this drop-down under which you want to track the expense.
    Date Enter the date on which you have incurred this expense.
    Amount To enter the expense amount, select the currency in which you have incurred and enter the expense amount in the neighboring text box.
    Tax Click on this drop-down to select the tax name (code) that constitutes the tax component of this expense amount.
    Amount is Inclusive or Exclusive

    If you want to track the tax components of the expenses you have incurred, you need to specify whether the tax is inclusive or exclusive. By default, amounts are 'tax exclusive', i.e. the value you entered in the "Amount" field does not include the tax component. If the amount is 'tax inclusive' then amount entered includes the tax component as well as the actual expense amount. Let us illustrate this with an example;

    Say, you have entered an amount of $1000 and tax rate is 10%

    Case 1: Exclusive Tax
    When the tax is exclusive, the expense incurred will be $1000 and tax applied will be $100.

    Case 2: Inclusive Tax
    When the tax is inclusive, the expense incurred will be $909.09 and tax applied will be $90.91.

    Record expense billable informations
    Reference# Enter a suitable reference number. It can be the bill number or the number of the purchase invoice or reference number of any other associated document.
    Notes Enter any other details pertaining to this transaction here.
    Billable An expense is billable if it can be reimbursed from a client. Leave it as it is if the expense cannot be reimbursed. If you marked this expense as billable, you need to select the customer to whom you want to get this expense reimbursed from.
  3. Click on the 'save' button to record this expense.

  1. Go to the 'Expenses' tab .
  2. Go to the expense that you want to get reimbursed.
  3. Click on the 'convert to invoice' link shown in the below image.
    Select convert to invoice
  4. This will take you to the 'New invoice' page with the first line item on the invoice filled in with the expense details that you are trying to get reimbursed. To create the invoice, add other line items that are a part of the invoice and click on the 'Save' button.
  5. This will change the status of the expense to 'invoiced' as shown in the image below.
    invoiced status
  6. Once the invoice has been fully paid the status of the expense will be displayed as reimbursed as shown in the image below.
    Reimbursed status
  1. Go to the 'Expenses' tab.
  2. Go to the expense that you want to delete.
  3. Click on the 'delete' link shown in the image below.
    Select delete expense

    However, you cannot delete an expense that has been transferred to an invoice. If you would still like to delete it you have to remove the related invoice first and then delete it.

  1. Go to the 'Expenses' tab.
  2. Go to the expense that you want to edit.
  3. Click on the edit link shown in the image below.
    Select edit expense
  4. This takes you to 'Edit Expense' form.
  5. Make changes as required and click on the 'Save' button.

The expense list view displays basic information about all the expenses you have recorded so far as shown in the image below. You can sort and filter this view as desired, also you can select multiple expenses and include them in an invoice.

All expenses

Bulk Actions
You can select multiple expenses and delete or mark them as inactive all at once.

Filtered View
List invoice bulk delete To delete multiple expenses just select the expense(s) you want to delete and click on the delete button on the top of the list view.
Sort View
Bulk convert to invoice To convert multiple expenses as invoices, just select the expense(s) that you want to convert and click on the 'Convert to Invoice' button on top of the list view.

Expense Statuses

  • Unbilled - A billable expense until it is transferred to an invoice will remain in unbilled state.
  • Invoiced - A billable expense if it is transferred to an invoice that is either awaiting payment or only partially paid will be in Invoiced state.
  • Reimbursed - An expense is said to be reimbursed if it is transferred to an invoice and that invoice is fully paid.

Filtered And Sort View

Filtered View
List expenses filters Zoho Invoice provides you a set of criteria based on which you can filter the expenses list view. The list of filters are shown as links with underlined blue text on right corner of customer list section. The selected filter will not be underlined and appear as a normal text. By default, Zoho Invoice lists all expenses. You can filter expenses based on the type (billable or non-billable) or their status.
Sort View
List expenses sort by By default, the list is sorted by the created time of the expense. To apply a different sort criteria just click on the 'Sort By' button on the top of the 'Expenses list' page and select the column based on which you want the list to be sorted.
Sidebar on Expenses list page

The sidebar on the expenses list page provides links to add an invoice, customer and an expense category. Apart from this the sidebar has a search box to locate customers easily. See image below.

List invoices side bar

Use the search box on the sidebar of the 'Expenses List' page to locate an expense. Depending on what you know about an expense, you can perform a simple or an advanced search.

Simple Search
If you know any of the words that might have been a part of the customer name, expense category or the expense description, just enter it in the search box on the sidebar and click on the search icon. The results of the search will be displayed as shown in the image below.

Expense simple search

Advanced Search
Make use of Advanced search, if you require narrower search results or lack the information that is required to perform a simple search. Click on the 'advanced search' link below the search box.

Enter the value of following fields to add them to the search criteria. The more fields you enter the narrower your search becomes.

  • Category Name - Select the expense category under which the expense(s) you search belongs.

Enter the value or any number or word that might have been part of the following fields.

  • Description
  • Reference#
  • Customer Name
  • Expense Date Range - Enter the start and end dates in which the expense(s) you are trying to locate might have been recorded.
  • Status - Select the status of the expense(s) you are trying to find.
  • Expense Amount Range - Enter the range of amount of the expense(s) you are trying to locate.

Click on the search button after you have entered the criteria to view the search results.

Here is a search form that tries to locate all marketing expenses recorded in the last quarter of 2009 that had cost of over $1000

Expense advanced search

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Zoho Invoice Expenses

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