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

Date
Select the date on which the expense is created.

Employee
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.

Itemize
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.

Itemize

Amount
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.

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

Customer Name
Associate the expense to a customer. You can choose to mark the expense as Billable if you want to include the expense while creating an invoice for the customer. When an expense is billed for a customer, it is said to be reimbursed.

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

Projects
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

Related

Was this document helpful?
Yes
No
Thank you for your feedback!
Want a feature?
Suggest
Switch to smart accounting software. Switch to Zoho Books.   Start my free 14-day trial
Zoho Books

VAT compliant accounting
software for small
businesses.

Maybe Later