Set expense limits and curb unwanted expenses

Zoho Expense enables you to set up rules under each policy to create daily, monthly, yearly, or custom expense limits, giving you more control over the number of expenses submitted for approval.

Choose when limits should be applied

Zoho Expense lets you create daily, monthly, and yearly expense limits. Apart from these, you can also create limits for custom frequencies according to your requirements.

Apply limits for different scenarios

Set up limits based on fixed amounts, number of items expensed, and mileage limit. You can also set per diem amounts based on location or expense type.

Zoho Expense screen where rule is applied to categories or types

Apply limits to categories or types

You can choose to apply the limits to all expense categories or types, or select the ones for which the limit needs to be applied.

Warn or restrict employees

When a particular expense limit is exceeded, you can either choose to warn the employee about it when they try to submit more expenses, or restrict them from submitting more claims altogether.

Zoho screen depicting warning or blocking actions for rules

Create rules of your choice

Apart from the pre-defined rules to choose from, set up custom rules according to your business needs.

Testimonials

One of my responsibilities is to oversee the AP function, and expense reporting is by far one of the most tedious aspects. Zoho Expense helps alleviate a bit of that headache with their online and mobile app platforms that allow users to upload and submit information electronically. Moreover, Zoho Expense has the capability to export their information in far more detailed fashions than other desktop and mobile applications including AMEX and Citi. I also like the approver and reminder functionality the app enables for the management team.

Brittany Cisneros

AVP Finance, Impact Floors of Texas LP

I believe, the most convenient feature for our employees is the easy-to-use mobile version of the tool. You click a picture of the bill you just spent on, select the relevant expense head and hit submit. Additionally, scanned copies of bills/ receipts, expenses, approvals, comments are now available in one report which forms the basis for any reimbursement claim posted to our accounting software.

Janani

Director of Finance, Exotel

In the past, I spent a ton of time chasing down our company credit card users because they often did not provide me with the receipt or even notation of their spending, so when the statement came, I had no idea which budget areas to pay the invoice from. Now, they each have a Zoho Expense account to track their spending in, and since getting the receipts into the account is so easy, and they can see their own bank feeds, it is working tickety-boo!

Becky Retzlaff

Financial Manager, Lakeside Lutheran High School

Not just for all business teams, Zoho has helped the accounting team as well. Expense related reports are all available at one place. A remarkable thing about the Zoho experience, is the constant support they give us, for every little query. Zoho has made life easier for us.

Hector Beverages Paperboat

Expense reporting has been so easy after we started using Zoho Expense. The efficiency of expense reporting and reimbursement has improved multifold.

Razorpay

Zoho expense is a good tool. It is helping us to manage expense records in a seamless manner. In our line of business where international business travel is routine, Zoho Expense has helped us to create a paperless and fully traceable process. It is great value for money and extremely user-friendly!

Ms. Sushama Telang

COO, Sarla Advantech Pvt. Ltd

Cut down on unwanted expenses with expense rules

Other Features

Receipt Management

Managing receipts shouldn't have to be tedious. With features that allow you to autoscan receipts, forward them automatically, import in bulk, or even import from other cloud applications, Zoho Expense ensures that no receipt goes untracked. The best part? Receipts are digitally stored in your Zoho Expense account, so you never have to worry about losing paper copies.

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Expense Management

Manage expenses more efficiently with Zoho Expense. We support multiple methods for uploading expenses, no matter the currency. They can be itemized, split, added as per diem allowances, or consolidated under one expense type. As an admin, edit the expense creation forms to suit your organization's requirements and choose what fields employees must fill in while submitting expenses.

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Mileage Tracking

Tracking business mileage is an important part of managing your organizational spending. Zoho Expense offers 100% accuracy when it comes to mileage tracking. Add mileage expenses through 4 different methods using your Android, iPhone, or even Apple Watch.

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Corporate Card Reconciliation

Connect your corporate cards to Zoho Expense and speed up the reconciliation process. Associate cards with specific employees and fetch card feeds instantly. Weed out any personal spending, and then automatically match and reconcile your business expenses. Our dashboard also gives you a complete reconciliation overview for your convenience.

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Direct Feed Integration

If you're worried about the safety of using third-party channels to import corporate card feeds into Zoho Expense, we're here to reassure you. With Direct Feed Integration (DFI), you can fetch corporate card feeds directly from Visa, Mastercard, and Amex (American Express), eliminating the need for a middleman.

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Expense Report Management

Make expense reporting for employees a cinch. They can create expense reports with all the important details they need. Apply cash advances, download expense report PDFs, and streamline the reporting process with report types.

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Expense Report Automation

Tired of creating reports manually? Or maybe you keep forgetting to add your expenses and submit the report online? 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.

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Trips

Provide ticket options, set up approval for trips and ticket costs, manage itineraries, handle expenses, and make the travel and expense management process easier with Zoho Expense.

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Purchase requests

Use Zoho Expense to manage your purchase requests and make your ordering process easy and problem-free.

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Simplified Approvals

If you're from an organization that follows a linear, hierarchical approval flow for your expense reporting, you can set up default approvals using Zoho Expense. You can configure out-of-office approvers and reminders for approvals as well.

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Custom Approvals

Every organization's approval requirements may vary. If you want a custom, non-linear, or multi-stage approval flow, Zoho Expense has you covered. Design multiple complex approval flows and ensure that all transactions are overseen by the proper set of people before being approved.

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Expense Auditing

Stay notified about policy violations or possible duplicate entries, run audit trail reports, detect fraudulent behavior, ensure expenses have digital records, and back up data instantly. Zoho Expense makes sure you are audit-ready for the tax season.

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Compliance

Zoho Expense is GDPR compliant and ISO certified. In addition to a global edition, Zoho Expense has 8 dedicated editions for the US, the UK, India, Canada, Australia, the UAE, and Saudi Arabia. Never worry about local compliance laws again.

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Reimbursement

Process expense reimbursements in a faster, more efficient manner. Sync settlements with payroll and ERP software. Make employees happier with quicker expense reimbursements, delivered directly to their accounts.

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Policies

Set up policies for different branches, departments, or cost centers, and ensure no employee expense is outside the policy limits. If there are violations, you can be notified instantly. Create mileage and per diem rates for different policies as well.

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Budgets

Create budgets for expense categories or expense types and put a lid on the spending. Warn or block employees from creating an expense when it exceeds the budget. Get analytics on the actual spending vs the budget initially set and stay on top of your spending.

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Automation

Historically, expense reporting has been a manual process predominantly. But, with amazing automation features from Zoho Expense, you don't have to carry out mundane expense reporting tasks anymore.

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Collaboration

Quit sending back and forth emails about expense reports. Collaborate with employees contextually and without delay.

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Customization

Set up custom components, customize what employees see when they use Zoho Expense, and personalize your expense management process.

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