Zoho Expense Integration | Online Help | Zoho Projects

Zoho Expense Integration

Zoho Expense integration lets you track and manage project related day-to-day expenses of your employees.

Benefits:

  1. Track expenses using Expense reports.
  2. View expense along with the actual cost and compare it with the project budget.
  3. Expenses need to be approved before they can be invoiced giving you more control over costs.
  4. Upload receipts and submit them for approval.
Feature Availability: Premium and Enterprise plans

Integrate Zoho Expense

  1. Click  in the top navigation band.
  2. Navigate to Marketplace > Zoho Apps and select Update in Zoho Expense.
  3. Click How to Generate ZSC Key? to get the ZSC key.
  4. If you do not have an account in Zoho Expense, you will be asked to create a new organization.
  5. You will be directed to Zoho Expense.
  6. Click the Settings icon in the upper-right corner of Zoho Expense dashboard and then click Integrations.
  7. Click Zoho Expense ZSC Key and then click Generate Now to get a new ZSC key.
  8. Copy the Email ID and ZSC key.
  9. Enter the copied Email ID and ZSC key in Zoho Projects.
  10. Select the Organization and Finance Permission.
  11. Select a date from when the time logs are to be invoiced. Time logs prior to this date will be marked as invoiced.
  12. Under Expense and Expense reports, select Manage Expense to add, edit or delete expenses.
  13. Click Save.

Contact Duplication Preference

While integrating the Zoho Finance suit, select the Contact Duplication Preference based on your requirement.
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When a primary client is added to Zoho Projects, they will also be added to Zoho Books. If Zoho Books has a client with the same name, the user can either duplicate or overwrite the existing contact.
  1. Overwrite: Contacts with the same name in Zoho Finance will be overwritten by the details in Zoho Projects.
  2. Clone: Contacts with the same name in Zoho Finance will not be overwritten. Instead, a copy of Zoho Projects contact will be added to Zoho Finance.

Create Expense Claims

  1. Navigate to your project and select Expense tab.
  2. Select Expense Claims and click New Expense.
  3. Enter the Date and the Merchant details.
  4. Select the Category of the expense from the drop-down and enter the Amount.
  5. Enter the Description, Customer and Reference# if desired.
  6. Add to Report by selecting from the existing reports or by creating a new report.
  7. Attach receipts from your computer or cloud.
  8. Click Save and Close or Save and New to add a new expense.

Edit Expense Claims

  1. Navigate to your project and select Expense tab.
  2. For Unreported Expenses:
    1. Click    and select Edit.
    2. Make the required changes and click Save and Close.
  3. For All Expenses:
    1. Click open the required expense.
    2. Click  on the top right corner.
    3. Make the required changes and click Save and Close.
Approved expenses cannot be edited.

Merge Expense Claims

  1. Navigate to your project and select Expense tab.
  2. Under Expense Claims select any 2 expenses which you would like to merge.
  3. Click  and select Merge.
  4. Select a master expense and click Continue.

Delete Expense Claims

  1. Navigate to your project and select the Expense tab.
  2. Under Expense Claims select the expense which you would like to delete.
  3. Click  and select Delete.

Create Expense Reports

  1. Navigate to your project and select the Expense tab.
  2. Select Expense Reports and click New Report.
  3. Enter the Report Name, Business Purpose, and the Duration.
  4. Click Save.

Submit Expense Reports

  1. Navigate to your project and select the Expense tab.
  2. Select Expense Reports.
  3. Click open the required report.
  4. Click Submit in the upper-right corner.

Edit Expense Reports

  1. Navigate to your project and select the Expense tab.
  2. Select Expense Reports.
  3. Click open the required report.
  4. Click  in the upper-right corner.
  5. Make the required changes and click Save.
Approved expenses reports cannot be edited.

Delete Expense Reports

  1. Navigate to your project and select the Expense tab.
  2. Select Expense Reports.
  3. Click open the required report.
  4. Select the expense which you would like to delete.
  5. Click  and confirm your action.

Delete Integration

The portal owner can delete the Zoho Expense integration.
  1. Navigate to > Marketplace > Installed Apps.
  2. Select Zoho Expense.
  3. Click Delete Integration.
  4. Zoho Projects and Zoho Expense mapping will be removed. Projects synced from Zoho Projects to Zoho Expense will now be considered as projects of the Zoho Finance Suite.


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