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The Best Way To Track Employee Expenses

If managing employee expenses, mileage, receipts takes up far too much of your time and you are looking for a better way, you have come to the right place.

Over the years, we have tried lots of ways to track expenses for our employees and our clients but we always come back to Zoho Expense.

Zoho Expense tracks employee receipts, expenses, and mileage in a faster, simpler way. Their automation software is designed to take the stress out of expense reporting so that you can focus on your business, not chasing receipts!

Zoho Expenses has 4 pricing plans that covers the needs and budgets of businesses of all sizes - Free, Standard, Premium and Enterprise. Click here to download our PDF guide to compare the pricing plans.

The free plan of Zoho Expenses is perfect for small businesses and freelancers to track their expenses and mileage claims. It is also a great place to start if you are unfamiliar with the Zoho Suite of apps. You can then upgrade for more features if and when you need them - Zoho grows with you as a business.

We have listed below the features of Zoho Expenses. Have a scan through and see all the features that this amazing app for managing business expenses has to offer.

How does Zoho Expense help my business manage expenses?


Expenses in difference currencies

Zoho Expense enables employees to add any expenses incurred in the local currency. The app then automatically converts them to your businesses' base currency.

Expense allowances

If you offer employees an allowance per day, Zoho Expense has got you covered. Set up per diem rates based on location and split them based on expense types.

Itemise your expenses

When you have a meal while travelling, you may have a receipt with multiple line items on it, but tax may be applicable only to a few of these charges. Zoho Expense lets you itemise your expenses so that you can apply the tax appropriately.

Split expenses

Enable employees to split expenses by amount (for shared expenses), by days (e.g. hotel expenses), or by custom modules.

Choose what employees see

With advanced form customisation—custom fields and page layouts—decide how the expense creation should look and expedite the process for employees by removing unnecessary fields.

How does Zoho Expense help my business manage receipts?


Scan receipts automatically -

Zoho Expense's advanced autoscan feature reads receipts in 14 languages—French, German, Italian, Dutch, Spanish, Portuguese, Norwegian, Swedish, Danish, Chinese, Malay, Thai, Vietnamese, and Russian—and creates expense records for them.

Auto-forward receipts from your inbox -

Hotel bookings, travel or receipts sitting in your inbox? Automatically forward these receipts to your personalised receipt forwarding address and convert them to expenses instantly.

Scan receipts from the cloud -

Having your receipts saved on the cloud is a safe practice. Import them into Zoho Expense and convert them into expenses. Zoho Expense supports imports from Zoho Docs, Evernote, Google Drive, OneDrive, Dropbox, and Box.

Add receipts in bulk -

Have a pile of receipts from a client visit? Just add them in bulk and Zoho Expense will convert them into individual expenses.

Vouch for your expenses -

Approvers and finance teams will never have to question your spending. Attach digital copies of your receipts to your expenses as proof of your expenditures.

Track receipts faster -

No more waiting for all your receipts to be scanned and converted to expenses. Advanced autoscan uploads them to Zoho Expense quickly and accurately.

How does Zoho Expense help my business manage mileage?


Define different mileage rates

Set up specific mileage rates for different policies, departments, or cost centres. Create mileage rates based on the vehicle and define a starting date for them as well.

Track mileage in 4 ways:

>Mileage expenses via GPS

Zoho Expense allows employees to record mileage through GPS. Tell the app when your trip starts and ends, and the app will auto-calculate your mileage expenses. This ensures 100% accuracy and doesn't lead to any fraudulent claims.

>Mileage expenses based on distance covered

Employees can create mileage expenses by simply entering the distance traveled (in miles or km). Based on the mileage rate of your policy, Zoho Expense automatically calculates the expense amount.

>Mileage expenses through point-to-point mileage locations

Mileage expenses can also be added by choosing the origin and destination locations on the map. Once the locations are chosen, Zoho Expense provides the different possible routes between the places. Users can then choose the route and a mileage expense will be created based on the distance.

>Mileage expenses based on odometer readings

If you have employees regularly taking an office vehicle and your organization tracks the starting and ending odometer readings for each trip, you can input them to create mileage expenses.

What reports can Zoho Expense provide?

Create reports based on the relevant expense type. For example, you can create a report type called Business Trip and include expense types like air travel, lodging, and food. This would ensure employees can only add expenses that fall under these expense types, giving you more control over what they report. You can also compile all expenses into an expense report and submit for approval.

If you want to take the hassle out of manually creating reports - use expense report automation! With expense report automation, you can put the whole process on autopilot. Zoho Expense will automatically add expenses to a report and submit it for you.

What software does Zoho Expense integrate with?

Zoho Expense currently integrates with the following software:

Zoho Books

QuickBooks Online



Zoho CRM

Zoho People

Zoho Projects

Zoho Invoice

Zoho Cliq

Zoho Analytics*

Other integrations:

G Suite

Office 365


Amazon Business

Cloud Storage:

Zoho Docs



Google Drive



Is there a mobile app for Zoho Expense?

Zoho Expense's mobile app is available for Android, iPhone, iPad, and Apple Watch.

Also available on iOS - Free Expense Report Generator to quickly add expenses to a report and send it to your manager.

How do I get started with Zoho Expense?

To get started today with Zoho Expense, click here to start your free trial.

If you have any more questions about how Zoho Expense will work for your business or need some guidance, please fill your details in the Contact Form below and we will be more than happy to assist you.

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