How Zoho Expense Works

Zoho Expense is an online expense reporting application that you can use to record and report all your business expenses.

In the Admin View, you will be able to review all the reports submitted by the employees in your organization and choose to approve or reject it. You can also view the statuses of the reports and transactions in your organization and the approvers from whom the approval is due.

That’s not all, you will also be able to set budgets and compare them with actuals. As an admin, you will also be able to configure and customize the Zoho Expense application based on your business needs.

You can navigate through the various modules in our help documentation to learn how you can manage your expenses efficiently. Before taking a deeper look into the modules of Zoho Expense, let’s take a look at some of the common aspects of the product that will make using Zoho Expense easy for you.

User Roles

Zoho Expense has three default user roles, namely, Submitter, Approver, and Admin. As an admin, you will still be able to create new user roles and configure permissions.

Here are the functions that each user role can perform:

  • Submitter: Can upload receipts, create expenses, create and submit expense reports for approval. Submitters are usually the employees of the organisation.
  • Approver: Can perform all the actions of a submitter, and also has permission to approve submitted reports (including their own reports). Approvers are usually the team leaders and managers.
  • Admin: Can access all the modules of the product, configure the product preferences, assign user roles, and perform any action. Admins are usually the managers, the finance team, and the travel desk.

Access Zoho Expense

To access Zoho Expense, youโ€™ll have to receive an invitation from your admin. Once you receive the invite email to your email address, click the Invite email and set up your account to access your Zoho Expense organisation.


As soon as you log in to Zoho Expense, you will see an insightful dashboard which will give you an overview of all your organization’s summaries such as the overall summary, spend summary, etc.


Under the Reports module in the Admin view, you can view all the expense reports submitted by users across the organization. It helps you to know how much amount has to be reimbursed for every expense report and to make your reimbursements on time. You can also view the status of the expense reports and the approvers from whom the approval is due.


Under the Trips module in the Admin’s view, you can view all the trips submitted by your users across the organization.

Get to know the users who go on business trips and the places to which users frequently travel, by skimming through the tripsโ€™ list. You can view the status of every business trip along with the trip duration and its approver.


Under the Advances module in the Admin’s view, you can view all the advances recorded by your users across the organization. Know how much advance payment has been made to each user from time to time. Skim through the list to know the trips and reports to which the advances have been applied. You can also view the status of the advances and the approvers from whom the approval is due.


You can add all the corporate cards that are issued to the users in your organization and assign them to the respective card owners. You will have an unrestricted view of all the transactions made by the users in your organization. Also, you can view a monthly spend summary and a total of card transactions that are yet to be converted into expenses, in the Corporate Cards dashboard.


The Budgets section in Zoho Expense allows you to set budgets and know how your business and your users are spending. Also, you can compare your budget with the actual spending of your business using insightful reports and make informed financial decisions.


The Analytics section gives you a clear picture of your organisationโ€™s business expenditures. You can run customized analytic reports to get insights of your business performance and your employees' spending.


The Settings section in Zoho Expense helps you configure organizational settings and lets you customize the application based on your organizational requirements.

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