Basic Functions in Expenses

Expenses in Zoho Books can be created and tracked in different accounts.

In this page…

Create Expense

If you incur expenses in your organization, you can add them in Zoho Books.

To create a new expense:

New Expense

Select the date on which the expense is created.

Employees may or may not be users. You can add and associate an employee to an expense. To add an employee, click the Employee field, select Manage Employees and click + Add New Employee. You can even delete employees by clicking the Trash icon next to them.

Expense Account
Select an account to track the expense you’re going to record.

Add multiple expense accounts under which you wish to track different expenses by clicking Itemize. These accounts will be debited once the expense is recorded. After saving the bill, click Display Journal at the bottom of the page to view the corresponding journal.


Enter the expense amount and the tax applicable on it, if any.

Paid Through
Choose the account which tracks the payment for the expense. This account will be credited when the expense is recorded.

Select a vendor to whom you wish to associate the expense.

Customer Name
Associate the expense to a customer. You can mark the expense billable to the customer and convert this expense into an invoice to collect payment from the customer.

To make the expense billable:

Unbilled Expenses

Also, you’re creating an invoice for the associated customer, this expense will be shown as an unbilled item in the invoice to be included as a billable line item.

Unbilled Expenses

You can select the expenses to be billed to the customer.

Add Unbilled Expenses

Attach Receipt
Attach the receipt of your expense from your Desktop, Cloud or from your Documents in Zoho Books. You can also delete the receipt by clicking the Trash icon.

Attach Receipt

Choose project(s) you wish to associate with the expense. If you associate a project for the customer, then you can bill it while creating an expense for the customer.

Reporting Tags
Associate reporting tags for the expense. Learn more about Reporting Tags.

New Expense

View Journal

After you have created an expense, you can view its corresponding journal entry in Zoho Books. Here’s how:

View Journal

The corresponding journal will be displayed.

Journal Entry

Pro Tip: To view the journal in the expense details page itself, you can select the expense, scroll down and click Display Journal to view the journal entry.

Import Expenses

You can import a list of expenses you have in the CSV, TSV or XLS format. Here’s how:

Import Recurring Invoices

Insight: The file size cannot be more 1 MB.

Insight: Character Encoding is used to pair numbers with characters. By default, the Unicode Transformation Format (UTF-8) encoding is used which supports a wide range of characters that go beyond 8 bits.

Insight: The Field Delimiter is used to separate two values in a row. While importing recurring invoices, the default file delimiter is comma (,).

Select File Map Fields Import Expenses

Next >
Manage Expenses


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