Creating Reports

Create a Report

Once you’ve recorded all your expenses in Zoho Expense, you can create a report, add the expenses, and submit it for approval.

To create a report:

  1. Go to Reports on the left sidebar and click the + New Report button in the top right corner.
    (OR)
    Click the icon next to Reports on the left sidebar.
    Create a Report
  2. A new report page will open.
    • Fill in the following fields:
      Fields Description
      Report Name A name for the expense report.
      Business Purpose The business event or purpose for which you’ve incurred the expenses that are added to the report.
      Duration The duration for which you’ve incurred the expenses that are added to the report.
      Associate With Trip If you are reporting expenses that you incurred while on a trip, select the trip. Alternatively, you can directly create a report from the trip request.
      Tags Select the tag you want to associate with your reports. Learn more about tags.
  3. Click Save. A new report will be created and you can start adding expenses to the report.
    Create a Report

Create Reports from Expenses

You can add the unreported expenses to an existing report or a new report. To do this:

  1. Go to Expenses on the left sidebar.
  2. In the Unreported Expenses tab, select the unreported expenses you want to add to a report.
  3. Click the Add to Report dropdown on top of the page.
  4. Select a report from the dropdown. All the expenses you’ve selected will be added to that report.
  5. If you want to create a new report using the selected expenses, click + Add to New Report from the dropdown.
    Create Reports from Expenses

Create Reports from Advances

You can apply your pending advances to an existing draft report or create a new report and apply to it. To do this:

  1. Go to Advances on the left sidebar.
  2. In the Pending Advances tab, click Apply to Report dropdown at the right corner of the advance.
  3. Click + Add To New Report to create a new report and apply the selected advance.
    Create Reports from Advances

Import Reports

Reports can be imported in the following formats:

CSV - Comma Separated Values TSV - Tab Separated Values

To import reports:

  1. Go to Reports on the left sidebar.
  2. Click the More icon at the top right corner of the page.
  3. Select Import Reports.
    Import Reports
  4. In the first step, drag and drop a file you want to upload or click Choose File to choose the import file from your desktop or a cloud account. If you want to upload another file instead of the selected file, click Replace File and choose another file.
  5. Click Next.
    Import Reports
  6. In the next step, the best match to each field in Zoho Expense will be auto-mapped with the fields in the imported file. If there are unmapped fields, you can map them manually. If you want to save the existing mapping for future imports, mark the Save these selections for use during future imports checkbox.
  7. Click Next.
    Import Reports
  8. The data in the unmapped fields will not be imported into Zoho Expense. If you want to map those fields, click Previous and map the unmapped fields.
  9. Once you have mapped all the relevant fields, click Import to import reports into Zoho Expense. All the imported reports will be listed under Pending Reports in the Reports module.
    Import Reports
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