Expenses Preferences

In this help document, you’ll learn the preferences you can configure for the Expenses module in Zoho Spend.

To access the Preferences for the Expenses module:

• Go to Settings in the top right corner of the page.
  (OR)
• Click Settings on the left sidebar.
• Click Expenses under Travel and Expense.

You can configure the following preferences for the Expenses module:

General

• Base Currency: You can view the base currency configured when you created your organization.
• Enable automated currency conversion: If you mark this checkbox, foreign currency expenses will be automatically converted to your base currency using the exchange rate on the transaction date.
• Create reimbursable expenses by default: The business expenses that the exployees incur should be reimbursed by their organization. When you mark this checkbox, all the expenses that the users record will be created as reimbursable expenses by default. That is, the Claim Reimbursement option will be auto-checked by default, thereby creating reimbursable expenses.
• Expense expiry period: You can mark this checkbox and specify the expiry period before which the expenses will have to be submitted and approved. Expired expenses will be considered as policy violations.

Notifications

• Warn employees when an expense created by them nears its expiry date: Notifications will be sent to the employees two days before the expiry date to warn them about the expiry of the expense.
• Send reminders for unreported expenses: You can set daily, weekly, or monthly reminders to remind your employees regarding the unreported expenses.

Cards

• Auto-match/create expenses for corporate card transactions: Your corporate card transactions will be automatically matched with your existing expenses if the date, merchant, and the expense amount are the same. If you do not have expenses that correspond to any transaction, a new expense will be automatically created based on the transaction details.
• Permit employees to edit the amount in personal card expenses: You can allow employees to edit the expense amount incurred through their personal cards.

Custom Fields

If your business requires additional fields beyond the pre-defined fields in the Expenses module, you can create them using Custom Fields.

Page Layouts

Customize the Expense Creation page by creating page layouts to determine the fields shown when users create new expenses. Create unique layouts with relevant fields for every expense category.