Organization Profile

The organization profile lets you manage the core details of your business such as organization name, address, industry, and other such details. Any details that you entered while creating this organization will be auto-populated here. These details will also appear on your transaction PDFs and email notifications. In this document, you’ll learn how to edit and update them.

Set Up Organization Profile

Here’s how you can set up your organization profile:

• Go to Settings on the left sidebar.
  (OR)
  Click Settings in the top right corner of the page.
• Click Organization Profile under Organization.
• In the Organization Profile page, fill out the necessary details. The fields that are marked with an asterisk (*) are mandatory.
• The fields are grouped into the following sections:
  • Business Identity
  • Company Address Details
  • Other Details
  • Primary Contact
  • Regional Settings
• Click Save to update your preferences.

Business Identity

In this section, you can define your company’s primary information, including its name and logo.

Organization Name

You can update the organization name entered during quick setup, if required. Here’s how:

• Go to Settings on the left sidebar.
  (OR)
  Click Settings in the top right corner of the page.
• Click Organization Profile under Organization.
• Enter the full legal name of your organization in the Organization Name field. The organization name can contain up to 100 characters.
• If you are doing business under a different name, enter the business name in the Doing Business As (DBA Name) field.
• Select the legal structure of your business from the Legal Structure dropdown.
• Click Save to update your preferences.

Upload Organization Logo

You can upload your organization’s logo to display it in your transaction PDFs and email notifications sent from Zoho Spend. This will help strengthen your brand identity and improve visibility.

To upload your organization logo:

• Go to Settings on the left sidebar.
  (OR)
  Click Settings in the top right corner of the page.
• Click Organization Profile under Organization.
• Click + Upload Logo.
• In the popup, select your image file and click Open.

To remove your organization logo:

• Go to Settings on the left sidebar.
  (OR)
  Click Settings in the top right corner of the page.
• Click Organization Profile under Organization.
• Hover over the organization logo and click Remove Logo.

Once removed, the logo will be removed from all transactions and email notifications in Zoho Spend. However, it will still appear on any PDFs that were previously downloaded or sent.

Customize Organization Address Format

You can rearrange and customize the fields in your organization address, such as the street, city, state, ZIP code, and country in this section.

To customize your organization address format:

• Go to Settings on the left sidebar.
  (OR)
  Click Settings in the top right corner of the page.
• Click Organization Profile under Organization.
• Click Customize Organization Address Format.
• In the Organization Address Format pop-up, click the Insert Placeholders dropdown to add the fields in your preferred order.
• Click Preview to review how your organization address would appear on all transaction PDFs.
• Click Save.

Company Address Details

You can add and manage your organization’s address details, such as the street, city, state, zip code, and country in this section. To edit the organization address:

• Go to Settings on the left sidebar.
  (OR)
  Click Settings in the top right corner of the page.
• Click Organization Profile under Organization.
• Enter the new address.
• Mark the Update the address in all previous transactions checkbox to apply the new organization address to both existing and future transaction PDFs.
• Click Save at the bottom of the page.

Other Details

This information is useful for users who want to learn more about your business. Enter your contact details, such as the phone number, fax, and website URL, in the respective fields. You can edit them later, if required.

Primary Contact

The Primary Contact displayed in the Organization Profile is the email address that you had provided while signing up for Zoho Spend. Primary Contact is the main point of contact for your organization. Emails across the organization will be sent from the primary contact’s email address. You can edit or change the primary contact.

It serves two key purposes:

• Communication from Zoho: You’ll receive important updates related to your Zoho Spend subscription, usage alerts, and account-related notifications at this address.
• Default Sender Email: This address is also used as the default From field when sending reminders and other communications to your employees or users from Zoho Spend, unless you manually change them.

To add additional contacts:

• Go to Settings on the left sidebar.
  (OR)
  Click Settings in the top right corner of the page.
• Click Organization Profile under Organization.
• Click Configure Emails next to the email field.
• In the popup that opens, click + Add Additional Contact.
• Enter the user’s name and email address and click Save. Your new contact will be added.

To change your primary contact:

• Go to Settings on the left sidebar.
  (OR)
  Click Settings in the top right corner of the page.
• Click Organization Profile under Organization.
• Click Configure Emails next to the email field.
• Hover over the user you want to mark as primary and click the More icon.
• Select Mark as Primary.

To edit a primary contact:

• Go to Settings on the left sidebar.
  (OR)
  Click Settings in the top right corner of the page.
• Click Organization Profile under Organization.
• Click Configure Emails next to the email field.
• Hover over the contact you want to edit and click the More icon.
• Select Edit.
• Update the name and click Save.

To delete a primary contact:

You cannot delete a primary contact. You need to remove them as the primary contact before deleting them.

• Go to Settings on the left sidebar.
  (OR)
  Click Settings in the top right corner of the page.
• Click Organization Profile under Organization.
• Click Configure Emails next to the email field.
• Hover over the user and click the More icon.
• Select Delete and click Confirm.

Regional Settings

You can configure your organization’s regional preferences, such as base currency, fiscal year, language, time zone, and date format. Here’s how you can configure the regional settings of your organization:

• Go to Settings on the left sidebar.
  (OR)
  Click Settings in the top right corner of the page.
• Click Organization Profile under Organization.
• Scroll down to Regional Settings.

Base Currency

The currency you select when you sign up is displayed here. The base currency is your organization’s default currency. All foreign currency transactions will be converted back to this base currency for reporting. You can also manage currencies efficiently using the Manage Currencies option right next to the base currency text field. You cannot change the base currency once a transaction is created using it.

You can edit your currency settings to customize how your currency appears in transactions, such as the symbol, decimal places, and format. Here’s how:

• Go to Settings on the left sidebar.
  (OR)
  Click Settings in the top right corner of the page.
• Click Organization Profile under Organization.
• Scroll down to Regional Settings.
• Click Manage Currencies. You’ll be redirected to the currencies page.
• Hover over the currency you want to edit and click the More icon.
• Select Edit.

You can update the following:

Currency Symbol: Edit in this field to customize how your currency appears in transactions. (For example, you can edit the ₹ symbol and replace it with Rs.)

Decimal Places: Select the number of digits that should appear after the decimal point in monetary values from the Decimal Places dropdown. Most currencies use 2 decimal places (For example, 123.45).

Format: Choose your preferred number grouping format from the Format dropdown (For example, 12,34,567.89).

• Click Save to update your currency preferences.

Fiscal Year

The fiscal year is the accounting period for your organization, which may differ from the calendar year. Different companies and businesses follow different fiscal years. Select the one that aligns best with your organization’s accounting practices and regulatory requirements. You can change your fiscal year by selecting a period from the dropdown.

Language

Select the language with which you want to use your Zoho Spend organization. You can change your language by selecting a language from the dropdown.

Time Zone

Zoho Spend sets the time zone automatically based on the location you select during sign-up. You can edit them, if required. To change your time zone:

• Go to Settings on the left sidebar.
  (OR)
  Click Settings in the top right corner of the page.
• Click Organization Profile under Organization.
• Scroll down to Regional Settings.
• Click the Time Zone dropdown.
• Select the appropriate time zone from the list.
• Click Save.

Date Format

Select the date format that is most commonly used in your country or specific to your organization from the dropdown. This format will be applied to all transactions you create and their PDFs.

Here’s how you can select your preferred date format:

• Go to Settings on the left sidebar.
  (OR)
  Click Settings in the top right corner of the page.
• Click Organization Profile under Organization.
• Scroll down to Regional Settings.
• Select your preferred format (For example, dd-MM-yyyy 23-06-2025).
• Click Save.