Create and manage expenses | Expenses | Zoho Sprints Help

Create and manage expenses

Managing the project's expenses can be crucial to understand where the project stands in terms of income. Lack of expense management might eventually lead to impact on the income generated. Therefore, the project expenses should be tracked to curtail unwanted spending while delivering quality output. This is achievable through expense management in Zoho Sprints.

Track expenses within Projects 

You can track the expenses incurred from within the project. Head over to a project in Zoho Sprints and select Expense from the modules list. A list of all the expenses added to the project will be listed.  



Notes
Note: Timesheet can be accessed only when the module is enabled for your workspace within the Feature Preference settings. 

Create Expense 

You can add the expenses incurred for the project within the Expense module in the project. You can also use the Global Add option to add the expenses for any project within your workspace from anywhere across the application.
 
To add an expense:
  1. Open the required project.
  2. Go to Expense.
  3. Click the Create button and select Expense. The expense creation form will appear.
  4. Enter the expense title and description.
  5. Add any attachments.
  6. Enter the expense date, expense category, owner, and amount.
  7. Select the sprint and release to which the expense needs to be added.
  8. Click the Create button to add the item to the project. 
Alternatively, you can create Expense from within the Sprints and Release details page. When you add an expense from the Sprint or Release details page, the Sprint or Release name will be auto-populated.
  1. Navigate to a Sprint or Release.
  2. Click on the Sprint or Release name to go to the respective entity's details page.
  3. Select Expense from the module list.
  4. Click the + icon in the right panel.
  5. Select Create Expense.  

Notes
Note:  
System default expense categories will be listed in the Expense category drop-down. If you need to add new custom categories, you can directly enter the respective value in the Expense category field and click the Create button to add the category as one of the drop-down values. 
  
The expenses created will be submitted for approval. Only admins and users with the permission to provide approval will be able to update the approval status. Learn more about profile permissions. 

Recurring Expense  

When you expect an expense to repeat at specific frequencies, then the respective expense can be added as a recurring expense. This recurrence can occur,
  1. Only Once
  2. Daily
  3. Weekly
  4. Monthly 
  5. Yearly 
You can select the number of recurrences needed as per your requirement, and these expenses will be added to the project automatically. You can also choose to Auto Approve these expenses if needed so that all the child expenses from the recurrences get approved automatically.

Create Recurring Expense  

  1. Open the required project.
  2. Go to Expense.
  3. Click the Create button and select Recurring Expense. The recurring expense creation form will appear.
  4. Enter the expense title and description.
  5. Add any attachments.
  6. Select the recurrence frequency: Only Once, Daily, Weekly, Monthly, or Yearly.
  7. Enter the values in the frequency-related fields, such as Time, No of occurrences, Repeat On, etc.
  8. Add the Expense Category.
  9. Select the expense owner and add the amount spent.
  10. Select the sprint and release to which the expense needs to be added.
  11. Check the Auto Approve checkbox if you would like the recurring expenses to be auto approved.  
  12. Click Create.