Working with expenses and expense reports in Zoho Expense

Topics covered in this article

This article explains expenses reports, what they are and how can they be used to gather expenses.

Who is this article for?

This article is for employees that need to register expenses or work with expense reports within Zoho Expense.

Prerequisites

Before proceeding, ensure you:

1. Have access in your computer or phone, to Zoho Expense

Recording expenses

It's easy to record expenses through Zoho Expense. To do this, login and click the "Expenses" menu to the left:

From here, you can drag and drop an invoice or receipt [2] or create a manual expense [3]. The difference is that, when you drag and drop a receive, the system reads it and automatically identifies information like description, invoice total, etc. whereas if you create it manually, you have to specify all this information:

When creating a manual receipt, make sure to specify all required information:

1. Report: reports are "categories" under which you can group expenses. This is useful to keep expenses grouped together so that approval process is easier. For example, a report could be generated automatically by the system every week, so that you can add your weekly expenses there
   
2. Expense date: date the expense occurred
   
3. Merchant: the vendor of the product or service
   
4. Category: select the appropriate category for the expense. Remember that the company can set limits per category and, if you exceed an authorized limit, you won't be able to save the expense:
   

1.  Amount: the amount of the expense
   
2. Claim reimbursement: check this option if you paid this expense from your own money and are expecting the company to reimburse you
   

You can also add a description and a reference number if needed. Also, remember to add or drag and drop the original receipts picture or document:

Finally, click the "Save and close" button on the bottom right side of the form.

Expense reports

An expense report is a category that groups expenses that share something in common. For example, you could have a weekly expense report that groups all expenses made within that week. To manage reports, click the "Reports" menu to the left:

Here, you will see the list of available reports. Bear in mind that these reports could be generated automatically by Zoho Expense, if the company configured the system to do so. If you want to create a new report, click the "New report" button to the right and enter the required information:

Now, press "Save".

When you click on a report, you can see all the expenses that have been linked to it. If the report is complete, you can click the "Submit" button to send it for approval:

Additional resources

Next steps

• Related Articles

• Approve expenses in Zoho Expense

  Topics covered in this article This article explains the process of approving expenses through Zoho Expense. Who is this article for? This article is for employees that are required to review and approve expenses reported by people in the ...

• Registrar reportes y gastos utilizando Zoho Expense móvil

  Temas cubiertos en este artículo Este artículo explica, mediante cuatro videos, cómo instalar el programa en un dispositivo móvil (android o iPhone) y cómo trabajar con reportes y registros de gastos desde el móvil. ¿Para quién es este artículo? Para ...

• Time control through assistance reports in Zoho People

  Topics covered in this article This article covers how to generate reports to check employees assistance in Zoho People. This reports make it easy to check absences, assistance and time worked. Who is this article for? This article is for HR ...

• Introduction to Zoho Books

  Topics covered in this article This article introduces Zoho Books, including the management of customers, sales and purchases. Who is this article for? Everyone within the financial / accounting team that needs to work with customers, sales or ...

• Configuring shifts and work calendars in Zoho People

  Topics covered in this article This article covers how to configure locations, shifts and work calendars in Zoho People. Shifts allows us to specify the working hours for an employee or group of employees, while work calendars allows us to define ...