Why Businesses Use Zoho Expense
- Receipt Capture: Snap and store receipts instantly via desktop or mobile.
- Automated Approvals: Route expenses through configurable workflows.
- Policy Enforcement: Set reimbursement limits and submission rules.
- Accounting Sync: Automatically push approved expenses to Zoho Books.
What Is Zoho Expense?
Zoho Expense is an expense management software designed to help companies collect, categorize, approve, reimburse, and report on employee expenses. It replaces manual receipt tracking and spreadsheet reconciliation with a structured, automated workflow.
What Problems Does Zoho Expense Solve?
- Missing or lost receipts
- Time-consuming month-end reconciliation
- Manual approval bottlenecks
- Duplicate data entry into accounting software
How Zoho Expense Works
1. Create an Expense Report
Expenses are grouped into reports, typically monthly. This bundles transactions for easier submission and reimbursement.
2. Add Expenses
Employees enter the date, category, amount, payment type, and attach receipts. Billable expenses can be tied to customers or projects.
3. Submit for Approval
Once complete, the report is submitted into an approval workflow. Reports can be recalled and edited if needed.
4. Approve & Reimburse
Managers review and approve expenses. If paid personally, reimbursements are recorded and tracked.
5. Sync to Accounting
Approved expenses automatically post into Zoho Books when integrated, reducing double entry and reconciliation time.
Zoho Expense Pricing Plans (US)
Zoho Expense offers flexible plans for small teams through global enterprises. Pricing below reflects annual billing.
| Feature | Free $0 |
Standard $3/user/month |
Premium $5/user/month |
Custom |
|---|---|---|---|---|
| Max Users | 3 Users | Unlimited | Unlimited | Unlimited |
| Expense Reports | ✔ | ✔ | ✔ | ✔ |
| Personal Card Tracking | ✔ | ✔ | ✔ | ✔ |
| Corporate Card Management | — | ✔ | ✔ | ✔ |
| Real-Time Card Feeds | — | ✔ | ✔ | ✔ |
| Multi-Level Approvals | — | ✔ | Advanced | Advanced |
| Expense Policies | Basic | Multiple Policies | Advanced Customization | Fully Custom |
| Travel Booking Tool | — | — | ✔ | ✔ |
| Automated Per Diem (GSA) | — | — | ✔ | ✔ |
| Mileage Tracking | GPS | GPS | Live Tracking + Auto Capture | Advanced |
| Receipt Autoscans | 20 total | 20 per user | Itemized Autoscan | Custom |
| Receipt Storage | 5GB | Included | Included | Custom |
| Support | Email + Call | Priority Support | Enterprise Support |
Custom plan pricing is available by quote for large global enterprises.
Who Should Use Zoho Expense?
Employees
Ideal for teams that travel or use company credit cards and need structured receipt tracking.
Managers & Finance Teams
Perfect for businesses needing approval workflows, policy enforcement, and clean reporting.
Solo Entrepreneurs
Helpful for frequent travelers, though very small operations may manage directly within their accounting software.
Integrations: Accounting, Payroll & Reporting
- Accounting: Native sync with Zoho Books.
- Payroll: Integrates with Zoho Payroll or manual export to other providers.
- Reporting: Advanced dashboards available via Zoho Analytics.
Frequently Asked Questions
Does Zoho Expense automate approvals?
Yes. You can configure multi-level approval workflows and spending rules.
Can employees upload receipts from their phones?
Yes. The mobile app allows real-time receipt capture using the phone camera.
Is Zoho Expense suitable for enterprise companies?
Yes. The Custom/Enterprise plan supports advanced integrations and security controls.
Need Help Implementing Zoho Expense?
Our team helps businesses configure expense workflows, integrations, and reporting dashboards the right way.
Book a Strategy Session