Zoho Expense

Owned by Trevor Vogt
Aug 21, 2023

What is Zoho Expense?

Zoho Expense is the tool used to track:

  1. Personal expenses (to be reimbursed)

  2. Company Credit Card expenses, for those owning one (not reimbursed)

What is Zoho Expense?

Zoho Expense is the tool used to track:

  1. Personal expenses (to be reimbursed)

  2. Company Credit Card expenses, for those owning one (not reimbursed)

What do I need to create an expense?

It is vital to upload ALL VAT receipts/invoices whenever you do a personal expense in order to upload them into Zoho Expense and claim reimbursement. For the company credit cards, these VAT receipts are needed in order to claim back the VAT paid wherever available.

Uploading a receipt/ invoice to Zoho Expense

Zoho has an “autoscan” feature which scans the receipts/ invoices and then creates the expense in the system. To benefit from the autoscan feature, you may upload the receipts/ invoices via:

The Zoho Expense App

To facilitate the uploading of receipts while on-the-go, please download the Zoho Expense App. It is available in the app store or Google Play store. You simply use the same Zoho login.

!!Please make sure to follow the onscreen instructions and make sure the info on the receipt is readable, otherwise it is not a valid copy!!

 

 

The Zoho Expense Extranet

 

Email Adress

 

Manually via the Zoho Expense App or Zoho Expense Extranet

 

 

What is a valid VAT receipt/ invoice?

In order to create an expense, you need a valid receipt/invoice. These must include the following information:

  1. Name and address of the supplier

  1. The supplier’s Tax Identification Number

  1. Date of receipt/invoice

  1. Description/ list of the good(s) or service(s) provided

  1. Price of the good(s) or service(s) provided

  1. VAT rate applied (for example “7.7% VAT included”)

  1. (Proof of payment) – Details to follow

  1. For invoices: Name and address of the recipient of the good/ service

Note: if any of the points above is missing, please still upload it, a wrong receipt is still better than none!

Example of a valid VAT receipt:

 

               

This on the other hand is NOT a valid VAT receipt (no VAT info, no Tax ID, no description of what was purchased, etc.). This is a payment receipt (proof of payment) when paying by card! Whenever the cashier asks you if you wish a copy, make sure they FIRSTLY give you the VAT receipt with the details of what you purchased!