Track expenses with smart automation, multi-currency support, integrate with accounting systems, set up approval workflows, and generate expense reports quickly.
Tools tracking operational expenses, travel costs, and allocation of expenses between management company and funds.
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Multi-entity support Ability to track and allocate expenses across multiple legal entities (e.g., management company, multiple funds). |
Zoho Expense supports multi-entity tracking for organizations with multiple branches or subsidiaries, as indicated in support articles and product documentation. | |
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Expense categorization Automatic or manual classification of expenses into user-defined categories (travel, office supplies, etc.). |
Expense categorization is a core feature, supporting both automatic and manual tagging of expenses by category. | |
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Automated receipt capture Upload, scan, or email receipts with OCR to automatically attach them to expense entries. |
Zoho Expense offers automated receipt capture with OCR through mobile and web applications. | |
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Bulk import Import bank or credit card statements and map transactions to expenses in bulk. |
Bulk import of statements and mapping transactions is supported as stated on the product website and support materials. | |
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Custom allocation rules Ability to automatically split expenses between entities or cost centers based on preset rules. |
Custom allocation rules are available, enabling splitting of expenses according to pre-defined logic at the organization or cost center level. | |
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Manual allocation override Ability to manually adjust or override automatic allocations per transaction. |
Manual override of automatic allocation is supported per transaction. | |
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Multi-currency support Capture and reconcile expenses in multiple currencies with automatic conversion. |
Multi-currency support is explicitly advertised as a selling point on Zoho's website. | |
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Sync with accounting systems Direct integration or export to accounting/ERP platforms. |
Zoho Expense integrates directly with major accounting/ERP systems such as QuickBooks, Xero, and Zoho Books. | |
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Custom fields Support for user-selected custom fields on expense entries (deal code, event, etc.). |
Custom fields can be configured for different expense types and user groups. | |
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Tagging Ability to add searchable tags to expenses for better reporting and search. |
Tagging for search and reporting is available as part of expense management features. | |
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Transaction processing speed Average time taken to process an expense entry from upload to approval. |
No information available |
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Multi-level approvals Support for multi-step approval chains based on dollar amounts, departments, or entity. |
Multi-level and customizable approval chains are a prominently advertised feature. | |
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Custom approval routing Configurable workflow according to team structures and policies. |
Approval routing can be customized by department, hierarchy, and policy. | |
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Role-based permissions Permission control for different user types (employee, manager, admin, finance). |
Role-based permissions are supported for managers, employees, admins, and finance teams. | |
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Automated escalation Automatic escalation if an expense isn’t approved within a set timeframe. |
Delayed approvals can be set to auto-escalate after a configurable period. | |
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Mobile approvals Ability for approvers to review and approve expenses via a mobile app. |
Mobile app allows for approvals from approvers on iOS and Android devices. | |
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Delegated approvals Allow temporary delegation of approval rights during absences. |
Delegation of approval to proxies is a standard workflow feature. | |
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Batch approvals Ability to approve multiple expenses at once. |
Ability to approve there are multiple expenses at once is available from the interface. | |
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Audit trail Full logging of approvals, changes, and actions for compliance and transparency. |
Comprehensive audit trail tracks all actions and changes per expense. | |
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Approval notification speed Average time between expense submission and notification sent to approver. |
No information available | |
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Customizable notifications Configurable notification settings (email, SMS, push) for different stages of approval. |
Notifications can be configured by email, SMS, and/or mobile push at various workflow stages. |
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Accounting software integration Direct two-way sync with leading accounting systems (QuickBooks, NetSuite, Sage, Xero, etc.). |
Direct integration with leading accounting systems is offered; see the integrations list on the website. | |
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Bank & credit card integration Automated import of transactions directly from bank or credit card feeds. |
Automated import of credit card and bank feeds is documented and supported out-of-the-box. | |
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Payroll integration Sync reimbursements or expense payments with payroll providers. |
Reimbursements and expense payments can be synced with payroll providers (e.g., via integration with Zoho Payroll and third parties). | |
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API access Open APIs for data import/export to custom systems. |
Zoho Expense provides API access for custom integrations. | |
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Single sign-on (SSO) Support for single sign-on via SAML, OAuth, and/or SSO providers (Okta, Google Workspace, etc.). |
Supports single sign-on via SAML, Google Workspace, and other providers. | |
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Calendar & email integration Ability to extract expenses from calendar events, or auto-generate expenses from corporate email receipts. |
Calendar and email integration, including extracting expenses from emails and calendars, is advertised and documented. | |
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File export formats Support for exporting data in CSV, XLSX, PDF, and custom templates. |
Can export expense data in formats such as CSV, XLSX, and PDF. | |
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Integration setup speed Average time required to connect and configure an integration. |
No information available |
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Custom reporting Create, save, and schedule custom reports by team, entity, expense type, etc. |
Custom report creation, saving, and scheduling are available under analytics and reporting. | |
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Real-time dashboards Interactive dashboards with real-time data visualization. |
Dashboards update in real time as users submit or update expense data. | |
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Budget tracking & variance analysis Track budgets by cost center/entity and analyze variance vs. forecasts. |
Budget tracking by cost center/entity and variance reporting is supported in Zoho Expense. | |
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Fund vs. management company reporting Segregated reporting for expenses allocated to funds vs. management company. |
Ability to report separately for fund and management company entries is a documented feature oriented to VC and similar clients. | |
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Historical comparison Compare expense performance over different periods (year-on-year, month-on-month). |
Historical period comparison is part of analytics suite. | |
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Audit export reports Produce detailed audit-friendly reports for compliance review. |
Expense audit reports can be generated with detailed breakdowns and audit-trace information. | |
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Automated scheduled delivery Automatically deliver pre-set reports to stakeholders at scheduled intervals. |
Can schedule automated email delivery of standard or custom reports. | |
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Report generation speed Average time to generate and export a standard report. |
No information available |
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Mobile app availability Native mobile apps for iOS and Android. |
Dedicated mobile apps for iOS and Android are available and featured in app stores. | |
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Intuitive user interface Modern, easy-to-use, and thoughtfully designed UI. |
Documentation and reviewers highlight intuitive and modern UI. | |
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Multi-language support Ability to select from a variety of supported languages. |
Supports multiple languages, as advertised for international customers. | |
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Accessibility compliance Compliance with accessibility standards (WCAG, ADA). |
No information available | |
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Guided onboarding Interactive product tours and onboarding flows for new users. |
Onboarding and product tours are available to new users. | |
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Drag-and-drop upload Simple drag-and-drop interface for documents and receipts. |
Drag-and-drop file upload for both receipts and other expense documentation is supported. | |
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Customizable layouts User-configurable dashboards and screen layouts. |
User dashboards and layouts are customizable. | |
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User onboarding time Average time required for a new user to become proficient. |
No information available |
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Built-in travel booking Integrated booking engine for travel (flights, hotels, car rental) linked to expense capture. |
Zoho Expense integrates with travel booking tools or allows travel bookings within the solution in certain geographies. | |
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Travel policy enforcement Automated flagging of non-compliant travel bookings or expenses. |
Travel policy rules and enforcement/flagging of non-compliant expenditures supported. | |
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Per diem management Calculation and allocation of per-diem rates based on location/days. |
Per diem management calculations configurable by administrators. | |
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Mileage tracking Automated tracking of personal/business mileage for reimbursement. |
Mileage tracking and reimbursement calculation available in both mobile and desktop apps. | |
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Travel approval workflow Separate approval flows specifically for travel-related expenses. |
Travel-related approval workflows are separate and configurable. | |
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Integration with travel vendors Direct connection to preferred travel providers, aggregators, or travel agencies. |
Integration support for travel agencies and vendors is highlighted in certain partner regions. | |
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Pre-trip authorization Ability to request and document authorization prior to business travel. |
Pre-trip approval workflows can be enforced, as described in the Zoho Expense help resources. | |
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Travel spend analytics In-depth analysis and reporting on travel-related spend and trends. |
Detailed analytics and reporting focusing on travel spend is supported. | |
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Policy violation reports Automatic generation of reports highlighting policy breaches. |
Automated reports identifying policy violations can be generated. |
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Audit trail logging Immutable, time-stamped record of all actions taken within the system. |
Immutable audit trail logging is maintained for compliance. | |
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SOX compliance features Support for Sarbanes-Oxley (SOX) act compliance workflows. |
SOX compliance features, while not stated explicitly, workflow, auditability, and change logs support SOX processes. | |
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Custom retention policies Ability to set how long expense documents/records are retained. |
Custom data retention policies are configurable per organization. | |
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Automated expense matching Automatic cross-referencing of expense reports, card transactions, and receipts. |
Expense matching is automated, comparing receipts and card transaction automatically. | |
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Detection of duplicate submissions Automatic flagging of duplicate expense claims. |
Duplicate detection and flagging occurs on new entries. | |
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Exceptions reporting Custom rules for identifying potential compliance breaches. |
Exception and flagged transactions are reported in custom views. | |
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Configurable audit export Ability to quickly export a full audit package with receipts, approvals, and allocations. |
Audit export can produce fully collated reports including all documentation. | |
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GDPR compliance Conformance with EU data privacy regulations. |
Zoho’s cloud products, including Expense, are GDPR compliant. | |
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SEC reporting support Assistance with preparing reports/regulatory filings for SEC or other regulators. |
No information available |
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End-to-end data encryption Encryption of data at rest and during transmission. |
All Zoho products use end-to-end encryption for security, based on security documentation. | |
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Multi-factor authentication Support for MFA on all user accounts. |
Zoho supports MFA (multi-factor authentication) for user accounts. | |
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Granular access controls Configurable user and group access permissions. |
Granular access and permission settings for users and groups are supported. | |
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Regular penetration testing Third-party conducted security reviews and penetration tests. |
Zoho undergoes periodic third-party penetration testing, per their trust and security pages. | |
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Data residency options Ability to select where data is physically stored (data center region/country). |
Customers can request different regional data centers for data residency. | |
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Automatic session timeout Automatic logout after a period of inactivity. |
Session timeout and auto-logout is configurable. | |
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Audit log retention period Length of time full security audit logs are available for review. |
No information available |
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Cloud-based deployment Hosted in a secure cloud environment accessible from anywhere. |
Zoho Expense is a cloud-based SaaS product. | |
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On-premises deployment option Option for on-premises hosting for enhanced control. |
No information available | |
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Uptime guarantee Service level agreement (SLA) commitment to system uptime. |
Zoho provides SLA with high-availability and uptime guarantee for business plans. | |
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System concurrent user capacity Maximum number of users who can access the system simultaneously. |
No information available | |
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Mobile device compatibility Optimized for a wide range of mobile and tablet devices. |
Zoho Expense mobile app is designed for compatibility with modern mobile and tablet devices. | |
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Integration sandbox Test environment for integration development and QA. |
Integration sandbox for developers is available through Zoho’s API portal. |
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24/7 customer support Access to support agents at any time, with multiple channels (chat, phone, email). |
24/7 chat and email customer support offered for Zoho Expense. | |
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Dedicated account manager Assignment of a direct point-of-contact for larger clients. |
Premium plans include dedicated account management. | |
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Online knowledge base Comprehensive and searchable self-service support resources. |
Knowledge base is available and regularly updated for Zoho users. | |
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Training resources Online courses, webinars, or in-person training for users. |
Various forms of training provided, including webinars and self-serve resources. | |
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Implementation support Expert assistance during system setup and configuration. |
Implementation support included for most plans; onboarding assistance highlighted. | |
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Feature request process Ability for users to suggest new features or enhancements. |
Zoho maintains a public feature request process for all users. | |
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Response time (support requests) Average initial response time to support tickets. |
No information available |
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