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    Zoho

    Zoho Expense implementation: expense claims without the shoebox of receipts

    Operion is a Zoho partner and sets up Zoho Expense for SMEs where employees incur expenses and claims arrive on paper or in spreadsheets. We set up approval so that it also works for the accounts.

    Zoho Expense on zoho.com

    What it does

    What Zoho Expense does

    With Zoho Expense an employee takes a photo of a receipt with their phone, adds it to a claim and submits it. The details on the receipt are read out, so there is less retyping. A manager approves or rejects, and payment follows.

    You also record trips and mileage and set a policy, for instance limits per category. A claim that falls outside the policy is flagged before accounting spends time on it.

    Who it is for

    Who Zoho Expense suits

    It suits SMEs with field staff, travelling employees or a team that regularly pays out of pocket. It fits best when approval currently goes by email or paper and the bookkeeper chases receipts.

    If there are only a few claims, a simpler way of working is often enough. We will tell you that in the intake.

    Set-up

    Choices in the set-up

    These are the choices we make with you during the intake:

    • Categories and policy

      Which types of cost you distinguish and which limits or rules apply per category.

    • Approval

      Who approves what, who stands in during absence and when a second approval is needed.

    • Trips and mileage

      How you record mileage and trips and which allowance you use.

    • VAT and receipts

      How VAT on a receipt is handled and how you meet the requirement to keep receipts.

    • Reimbursement

      How and when employees get their money back.

    Connections

    Connections that matter

    With Zoho Books, approved claims are posted straight to the accounts. With Zoho People and Zoho Projects, employees, departments and projects can be used as cost centres.

    If you use another accounting program, we agree in advance how approved claims get there. There is no integration with Uniconta.

    Which integrations exist and which do not is explained on integration.

    With other apps

    Works with the other Zoho apps

    Zoho One

    All Zoho apps under one subscription, with one admin console for users and permissions.

    See Zoho One

    Zoho Books

    Online accounting: invoices, purchases and bank transactions.

    See Zoho Books

    Good to know

    When Uniconta handles the finance side

    If your accounts run in Uniconta, we first look at whether claims already fit there, before putting a second program next to it. An extra program for a small number of claims costs more administration than it gives.

    If you have many travelling employees and need tight approval, Zoho Expense can still make sense. There is no integration with Uniconta; how the result then reaches your accounts, we agree in advance.

    Uniconta implementation

    Licences

    Licences and pricing

    The licences and current prices of Zoho Expense are on the Zoho pricing page. During the intake we decide which plan fits you.

    Questions

    Frequently asked questions

    Can employees capture a receipt with their phone?

    Yes, through the mobile app. The details on the receipt are read out and the employee checks them before submitting.

    How does a claim get into my accounts?

    With Zoho Books it goes straight in. There is no integration between Zoho Expense and Uniconta; with Uniconta or another package we agree in advance how claims reach your accounts.

    Is Zoho Expense enough for VAT handling of receipts?

    Zoho Expense records the VAT on a receipt, but handling depends on your accounting. We discuss that in the intake, and your accountant decides what is required for you.

    Is Zoho Expense part of Zoho One?

    Yes, Zoho Expense is included in the Zoho One offer. Which edition and usage come with it is on Zoho's page. You can also take Zoho Expense on its own.

    What happens after go-live?

    After go-live you get four weeks of aftercare. After that, you can reach us on working days from 08:30 to 17:00 and we respond within 24 hours.

    Done with the shoebox of receipts?

    Tell us how claims arrive today and who approves them. We will tell you whether Zoho Expense fits or whether your accounting already covers it.