Expenses

Ways to record expenses

You can record expenses in multiple ways using Zoho Expense:

Creating an expense for a receipt

Once your receipts are uploaded and ready, the next step is to convert them into an expense entry. To do that:

  1. Click on the receipt which you would like to convert into an expense.
  2. An Edit Expense window will appear on the screen.
  3. Fill the necessary particulars like date, category, amount, merchant name, etc.
  4. Click Save for the changes to take effect.

You will see a notification message on top of the page saying that your expense details have been updated.

Edit Expense

Attaching multiple receipts to an expense

You can attach a maximum of 5 receipts to an expense, each of size 7 MB. Please perform the following steps:

  1. Click on the Click here to attach link in the receipts portion of the expense creation page. Attach a receipt from the computer or from your cloud account. Attach receipts
  2. You can either select multiple receipts and upload them together or you can click on the Attach receipt button to upload them individually. Attach receipts
  3. Once the expense has been saved, you can choose a primary receipt by clicking on the Star button. Primary receipts are usually receipts that contain the expense total. By default, the receipt first uploaded will be marked as primary.
    primary receipts
  4. You can also attach multiple receipts to the expenses created from Card transactions. Simply click on the Attach receipts option, located below the Create expense page. attach receipts from cards

Creating a new expense

  1. Click on the + icon present next to the Expenses section on the left sidebar or go to the Expenses section and click the + New option on the top right corner.
  2. A New Expense page will appear on the screen. New Expense
  3. Upload receipts if necessary.
  4. Fill mandatory text fields such as date, category, amount, etc.
  5. Check the Claim Reimbursement option if the expense involves spending from your pocket.
  6. Click on the Billable option if you wish to bill your expenses to your customers.
  7. If you’ve checked the Billable option, you can choose the customer from the customer drop-down.
  8. Use the Add to Report drop-down to add your mileage expense to an already existing report or a new report.
  9. You can include employees or contact persons to your expense from the Attendee(s) drop down.
  10. You can also associate tags to your expenses. Learn more about tags.
  11. Click Save to save your new expense entry.

Note: You can also create a new expense directly from inside the Expenses section by clicking the + New button present on the top right corner of the page. New Expense

Itemizing your expense

Letโ€™s take an instance where you meet a client for lunch and want to record the same as an expense in Zoho Expense. While doing so, you want to show the actual cost incurred and the tips paid separately. This can be recorded perfectly by itemizing the expense.

  1. Click Itemize on the new expense page. Your page expands to include expenses as items. Itemizing expenses
  2. Enter the meals expense as your first item. Applying multiple categories
  3. As your second item, enter the tips you paid and associate it with a different category if you like.
  4. The expense total will be automatically calculated.
  5. Associate the expense with the customer and make it billable if required.
  6. Add it to an existing report or create a new report.
  7. Click Save.

Splitting expenses

Sometimes, when recording the expenses incurred on a business trip, the lodging bill might include the restaurant charges as well. However, your expense policy mandates that you record these two expenses separately, since the expense limits for them are different. In that case, you can split the expense based on category. Hereโ€™s how itโ€™s done.

  1. Navigate to Expenses module. Selecting expense for split
  2. Go to the lodging(parent) expense you would like to split.
  3. Select Split. Split expense page
  4. In the split expense page, first, select the type of split. Type of split
  5. On splitting the expense by amount and choosing the number of splits, the total expense amount will split equally into that many expenses.
  6. Edit the expense amount of each split and change the category. Split by percentage
  7. Click Save. If your parent expense is already added to a report, the split expenses will be automatically added to the same report.

Creating a per diem expense

Employees can create per diem expense in two ways:

  • Per diem expense for a single day (Add Per Diem)
  • Per diem expense either for multiple days or for an entire trip (Bulk Add Per Diem)

To record per diem expense for a single day:

  1. Navigate to the Add Per Diem tab.
  2. Enter the Date.
  3. Select the location from the options available in the Travel Location dropdown.
  4. Enter the Time Duration in 24 hour format.
  5. If you wish to associate the per diem expense with a report, select from the Add to Report dropdown or create a new report.
  6. Click Save. Record Per Diem

To record per diem for multiple days or trip:

  1. Navigate to Bulk Add Per Diem.
  2. Select the Location from the dropdown.
  3. Enter the Date Range.
  4. Enter the Start Time and the End Time in 24 hour format.
  5. Choose Individual Days or Trip as per your requirement.
  6. You can also mark the individual per diem expenses as reimbursable.
  7. Click Add to Report if you want to associate the expenses with a report.
  8. Click Save. Record Bulk Per Diem
Individual Days

Per diem will be calculated by applying the same time duration for all the days. This duration will be commonly used to calculate separate per diem expense for each day according to your organization’s configuration.

Example: If you record per diem for a duration from 09:00 to 17:00 hours, then per diem will be calculated for 8 hours each day as shown below.

Record Per Diem For Individual Days
For Entire Trip

Per diem will be calculated by including all the hours from the start time on the first travel day to the end time on the last travel day. For the days in between, per diem is calculated for 24 hours.

Example: If you record per diem for a duration from 09:00 to 17:00 hours from 14th January to 17th January, then per diem expense for 14th January will be calculated from the start time (09:00 hours) to the end of the day (23:59 hours). Similary for 17th January, duration will be calculated from the beginning of the day(00:00) to the end time(17:00). For all other days, the duration is 24 hours as shown below.

Record Per Diem For A Trip

Adding expenses in bulk

To add expenses in bulk:

  1. Go to the New Expenses page.
  2. Click on the Bulk Add Expenses tab. Bulk Add Expenses
  3. You will see the Bulk Add Expenses page.
  4. Enter essential information such as date, category, amount, etc.
  5. Attach receipts if necessary.
  6. Check the Reimbursable option if your expenses are reimbursable.
  7. After entering the details of all the expenses, click on the Save button. Bulk Add Expenses

Updating expenses in bulk

To update your expenses in bulk:

  1. Click on the Expenses section on the left sidebar.
  2. Check the expenses which you would like to update in bulk and click on the Bulk update button placed on the top left corner. Bulk Add Expenses
  3. A Bulk update window will appear on the screen.
  4. Make changes to the field(s) of your interest and click on the Save button. Bulk Add Expenses

Note: You can bulk upload up to a maximum of 30 expenses at a time.

Recording a mileage expense

To create a mileage expense:

  1. Click on the + icon present next to the Expenses section on the left sidebar or go to the Expenses section and click the + New option on the top right corner.
  2. A New Expense page will appear on the screen.
  3. Click on the Mileage tab. You will see a form to create mileage expense. Create mileage expenses
  4. Select the method through which you wish to calculate your mileage expense. Select the ‘Distance traveled’ option to enter the distance traveled, or select the ‘Odometer reading’ to calculate mileage from the start reading and end reading of your odometer. With the mobile application platform, Zoho Expense allows you to connect to GPS services using which the distance travelled can be fetched automatically.
  5. Choose a vehicle if your organization uses different mileage rates for different vehicles.
  6. The Amount is automatically calculated based on the distance traveled and the prescribed mileage rate.
  7. Choose a category from the Category drop-down for your mileage expense.
  8. Check the Claim reimbursement option if you’ve spent for the expense from your own pocket.
  9. Click on the Billable option if you wish to bill the expense to your customer.
  10. If you’ve checked the Billable option, you can choose the customer from the customer drop-down.
  11. Use the Add to Report drop-down to add your mileage expense to an already existing report or a new report.
  12. Click on the Save button to save your newly created mileage expense.

Setting default payment mode

While creating an expense, users can add a new payment mode, or select one from a list of payment modes through which they’ve spent for their expenses. They can select a payment mode every time they create an expense, or they can set a default payment mode.

To create a default payment mode:

  1. Click on the + icon present next to the Expenses section on the left sidebar or go to the Expenses section and click the + New option on the top right corner.
  2. A New Expense page will appear on the screen.
  3. Click on the Payment mode drop-down and select the + Payment mode option present at the bottom of the drop-down. Add Payment Mode
  4. You will see a window with a list of available payment modes with Cash as the default payment mode.
  5. If you wish to change the default payment mode, hover your mouse over the payment mode of your choice and click on Mark as Default. Default Payment Mode
  6. Click on Save for the changes to take effect.

Note: Default Payment mode can be set only by an Admin.

Merging expense entries

In Zoho Expense, you can merge two duplicate expenses into one.

To do that:

  1. Click on the Expenses tab on the left sidebar to see your list of expenses.
  2. Check on the expense entries which you would like to merge (only two). Selecting expenses for merge
  3. Select Merge from the More drop down located above the list of expenses.
  4. You will be shown a pop-up window, asking you to select a master expense. A master expense is an expense to which the details of your other expense will be merged. This action cannot be undone.
  5. Click on the expense which you would like to assign as master expense and click Continue. Select Master Expense
  6. Upon merging, all the missing information (description, location, reference number, report information) from the master expense will be captured from the child expense.

Note: Merge action is not applicable for approved and reimbursed expenses.

Sorting expense entries

Under the Expenses section, expense entries can be sorted through various parameters such as:

  • Created time
  • Date
  • Category
  • Merchant
  • Report
  • Status
  • Amount

Sort Expenses

Filtering expense entries

Below given are the list of available expense entry filters.

Expense filters

  • All Expenses - Displays all expenses.
  • Unreported Expenses - Expenses that are created, but not added to any expense report.
  • Expired - Displays the list of expired expenses.
  • Uncategorized - Expenses that are not added to any category.

Editing an expense entry

You can edit an expense entry by selecting the expense entry of your choice, and by clicking the Edit button present on the top left corner of the page.

Editing an Expense entry

Note: Editing the expense is applicable only for unreported, unsubmitted expenses. Expired expenses cannot be modified.

Cloning an expense entry

Cloning duplicates all the essential details of an expense entry. To perform cloning:

  1. Click on the Expenses section on the left sidebar.
  2. Select the expense entry which you would like to clone.
  3. Click on the More drop-down and select Clone. (In case of approved reports, click the Clone button present on the top left corner of the page.) Clone Expenses
  4. Make changes if necessary.
  5. Click Save.

Deleting an expense entry

To delete an expense entry:

  1. Go to the Expenses section and select the expense entry which you would like to delete.
  2. Click on the More drop-down and select Delete. Delete Expenses
  3. If you wish to delete expenses in bulk, then select those expenses and click on Delete option from the More drop-down. Delete Expenses

Note: Delete action is applicable only for unreported, and unsubmitted expenses.

Importing expense entries

Expense entries can be imported in two formats:

  • CSV - Comma Separated Values
  • TSV - Tab Separated Values

In order to import expense entries:

  1. Click on the Expenses section on the left sidebar.
  2. Click on the Options button present right next to the From Card button. Import Expenses
  3. Select Import Expenses.
  4. Select your expense file. (See supported formats.)
  5. Click Next.
  6. Map fields from your uploaded file and click Next.
  7. Click Import to import expense data on to your Zoho Expense account.

Exporting expense entries

Expense entries can be exported in two formats:

  • CSV - Comma Separated Values
  • XLS (XLSX) - Microsoft Excel Format

In order to export expense entries:

  1. Click on the Expenses section on the left sidebar.
  2. Click on the Options button present right next to the From Card button. Export Expenses
  3. Select Export Expenses.
  4. Select the format in which you would like to export your expense data. [CSV or XLS (XLSX)]
  5. Click Export to download your data on to your computer.

Detecting duplicate expense entries

It is entirely possible that sometimes you might upload the same receipt two or more times and as a result duplicate expenses are created. If you have a long list of expenses, it is next to impossible to find out the duplicate ones.

But now, with the help of Duplicate Detection, you can find and weed out all these possible duplicates in Zoho Expense, with ease. The detection process is done based on Date, Amount, and Currency.

To find out the possible duplicates, follow the instructions mentioned below:

  1. Once we have enabled the feature for you, open up Zoho Expense and go to Expenses.
  2. If you have a duplicate expense, the software will highlight it as shown in image below: Highlight duplicates
  3. Click the icon and a pop-up will appear as shown below: Duplicate action popup
  4. You can either choose to mark the expense as not a duplicate or delete it. Duplicate actions
  5. You will also be warned when you create an expense that might be a duplicate as shown below: Notification about duplicates
  6. There will be a warning in the expense report details as well: Duplicate warning report
  7. If the submitter has marked an expense as not a duplicate the approver or admin will be shown a message as shown below: Message to approver
  • If the approver still feels that it is a duplicate expense, they can choose to reject it as show in the image above. Message to approver about duplicate

Note: You cannot delete submitted, approved, and reimbursed expenses.

Admin Settings

You can configure the settings related to the expense module such as:

  • Automated currency conversion
  • Expense expiry period
  • Notifications
  • Cards
  • Fields customization.

Learn more about Expense Preferences.

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