Automate your expense reporting and reimbursements with Zoho Expense – the hassle-free way to manage business travel, receipts, and expense policies. Empower your employees to capture expenses on the go while maintaining full control and compliance with your company’s spending policies.
Never lose a receipt again. Zoho Expense makes it effortless for employees to record expenses wherever they are. They can simply snap a photo of a receipt using the Zoho Expense mobile app, and the system’s OCR engine will automatically scan and extract key details like date, amount, and merchant. Email inbox integration even lets users forward digital receipts for automatic recording. By eliminating manual data entry, Zoho Expense drastically reduces errors and saves time. Every expense can be tagged with categories (meals, travel, etc.), linked to projects or clients, and annotated with custom fields for complete record-keeping. With all receipts digitized and stored securely in the cloud, your finance team gets real-time visibility into spending without chasing paperwork.
Maintain compliance and control with custom expense policies and streamlined approvals. In Zoho Expense, you can define expense policies that mirror your company’s rules – from daily meal allowances to mileage rates and permissible travel classes. The system automatically flags violations (for example, if a claim exceeds the allowable amount or lacks a receipt) so approvers catch issues immediately. Multi-level approval workflows ensure each expense report goes through the right managers and finance reviewers for sign-off. Approvers get notified and can approve or reject expenses with one click, even from their phone.
Simplify business travel planning and reimbursement. Zoho Expense integrates travel booking and expense management into one platform. Employees can log trip details, travel advances, and daily allowances, keeping all travel-related expenses organized by trip. The built-in GPS mileage tracker makes it easy to record distance traveled for business by car – capturing routes and calculating reimbursement using HMRC or custom mileage rates. You can also set up per diem rates for meals and lodging based on location and duration of travel. By managing itineraries, travel requests, and related expenses together, Zoho Expense provides end-to-end visibility on business trips. Managers can pre-approve travel plans and budgets, and travelers can focus on their work knowing reimbursement will be accurate and prompt.
Gain control over company card spending with Zoho Expense’s corporate card management. You can import corporate credit card transactions directly into Zoho Expense, so expenses charged to company cards show up in the system in near real time. The software can auto-match these card transactions with submitted expenses or create draft expenses for cardholders to validate. This means no more chasing employees for missing credit card receipts – purchases are tracked automatically. Finance teams get a clear view of all corporate card expenditures in one place, categorized and ready for reconciliation. Unusual or unassigned transactions can be flagged for investigation. By automating corporate card feeds and reconciliation, Zoho Expense eliminates month-end headaches and ensures every pound is accounted for.
Understand where your company’s money is going with insightful analytics and reports. Zoho Expense provides a range of reports to analyze spending by category, department, project, or employee. Instantly see the breakdown of travel vs. entertainment costs, or compare this month’s spend to last month’s. You can track policy violations and identify trends – for example, which expense categories frequently exceed budgets. Built-in dashboards highlight key metrics like total spend, top spenders, pending reimbursements, and average approval times. Advanced analytics in the Premium plan unlock even deeper insights, allowing you to customize reports, schedule them, and even integrate with Zoho Analytics for cross-functional BI reports.
Zoho Expense works well with the other systems you use to manage your business finances. It offers native integrations with Zoho Books and Zoho CRM, so your approved expenses can flow into your accounting ledgers or be billed against customers with zero manual effort. If you use third-party accounting software like QuickBooks or Xero, Zoho Expense can integrate with those as well, syncing expense data for accurate bookkeeping. The platform also ties into HR and payroll systems to streamline employee reimbursement – once expenses are approved, you can push payment data to systems like Zoho Payroll or other payroll solutions. For travel management, Zoho Expense connects with tools like Zoho Travel (and can be extended to external booking systems) to consolidate trip itineraries and expenses. Through Zapier and API integrations, Zoho Expense can hook into countless other apps, ensuring your expense management is not an isolated process but a connected part of your overall operations.
Zoho Expense is an online expense reporting and reimbursement solution designed for businesses of all sizes. It replaces manual expense claim forms and spreadsheets with an automated system that employees and finance teams can access from anywhere. If your company has staff who incur expenses – like traveling for work, entertaining clients, or purchasing office supplies – Zoho Expense helps record those costs, enforce your expense policies, and reimburse employees faster. It’s especially useful for businesses looking to streamline their travel and expense process, reduce errors from manual data entry, and gain better visibility into where company money is being spent. Small companies benefit from its ease of use, while larger enterprises appreciate the robust controls and integrations with other systems.
Yes, Zoho Expense can be configured to comply with UK expense rules and tax requirements. You can set up custom VAT rates for expenses to ensure that VAT is properly recorded – for instance, separating out VAT from hotel bills or client entertainment expenses. The system can generate reports that categorize input VAT from expenses, which helps you reclaim VAT where applicable. For mileage claims, Zoho Expense allows you to define mileage reimbursement rates (such as HMRC’s approved mileage rates) and will automatically calculate the allowable amount based on distance traveled. All these settings ensure that your expense reports meet UK compliance standards and that both employees and the company are reimbursed correctly under HMRC guidelines.
Absolutely. Zoho Expense provides native integration with popular accounting systems and travel tools. It connects seamlessly with Zoho Books (and other accounting software like QuickBooks and Xero), so once an expense report is approved, the reimbursable amounts and associated taxes can be pushed to your accounting ledger without any manual entry. This keeps your books updated with the latest expense data. On the travel side, Zoho Expense can integrate with travel management platforms – for example, it works with Zoho Travel and can be linked to external systems via APIs. This means you could import bookings or itineraries and have your travel agency’s data reflected in Zoho Expense. Additionally, through Zapier and custom integrations, Zoho Expense can sync with CRM systems, project management tools, or any other software where expense data needs to flow, giving you a connected financial ecosystem.
Yes, Zoho Expense offers a powerful mobile app for both iOS and Android devices. The mobile app allows users to scan receipts using their phone camera, create and submit expense reports on the go, and even work offline (any data entered will sync once an internet connection is available). This is ideal for traveling employees who need to log expenses as they incur them – they can simply snap a photo of a taxi receipt or enter mileage immediately. Managers can also review and approve expense reports right from the mobile app, ensuring that approvals don’t get stalled when someone is away from their desk. The Zoho Expense mobile app essentially puts the entire expense management workflow in your pocket, making the process convenient and timely for all users.