Expense Categorization in Zoho Expense

This document provides a detailed guide on how to categorize your expenses within Zoho Expense. Proper categorization is crucial for accurate reimbursement and accounting. Purchases over $25 require receipts, and specific guidelines must be followed for different types of expenses. By following these steps, you will ensure a seamless reimbursement process.

Step 1

Begin by accessing your Zoho Expense account and navigating to the expense categorization section.

Step 2

Understand that all purchases over $25 need a receipt to be submitted for reimbursement. This is a general rule within Zoho Expense.

Step 3

Ensure that your receipts include a date of payment, the merchant's name, and proof of payment. Acceptable proofs include a card number, date of payment, or form of payment. Note that a confirmation email is not acceptable as a receipt unless it clearly shows that payment has been made.

Step 4

When submitting airfare or lodging receipts, provide an itemized receipt to avoid duplicate charges and clarify reimbursement details. For personal expenses such as telephone and internet, categorize them accurately by naming them what they are.

Step 5

Categorize expenses like telephone as "Telephone" and internet as "Computer and Internet." For conferences or conventions related to the company, list expenses under the organization hosting the event.

Step 6

Categorize all expenses incurred during an event, like fuel or meals for a conference, under the respective event or organization, such as the Georgia Bankers Association. Expenses related to a specific on-site project should be categorized according to what the expense is.

Step 7

These are subcategories of the reimbursable project expense category. For instance, hotel stays are categorized as "Lodging," while meals are categorized as "Meals and Entertainment." Ground travel expenses, including gas and mileage, should be marked as "Ground Travel" for accounting purposes.

Step 8

For on-site projects, mark expenses as billable to the client. In the customer details section, specify the exact project. If a project isn't listed in Zoho, you can include it in the description, and it will be added upon approval.

Step 9

When visiting banks for sales opportunities, expenses should be categorized as "Sales and Development." Include a description of the expense for future reference, such as dinner during a meeting with a bank CEO, detailing which bank or project it pertains to.

Step 10

The "Sales and Development" category also includes client gifts and company meetings. For example, expenses for an annual company-wide meeting should be listed as "Company Meeting," covering items such as airfare, coffee, and dinners.

Step 11

A lunch with employees in a local area should be marked as "Non-Full PRI Team Meetings." While there may be exceptions, most expenses fall under these categories and can be adjusted during the approval process.

Step 12

A solid understanding of expense categorization facilitates quicker report approval and proper reimbursement. If you have questions about submitting expense reports or categorizing expenses, please reach out for assistance.