What’s New in Zoho Expense (April – July 2025)

What’s New in Zoho Expense (April – July 2025)

Hello users,

We're happy to bring you the latest updates and enhancements we've made to Zoho Expense over the past three months, which include introducing the Trip Expense Summary report in Analytics, extending Chatbot support to more editions, rolling out user budgets, introducing keyboard shortcuts, and much more. Let's take a look at the key updates released between April and July 2025.

New Trip Preference in Policy Settings

You can now enable the trip submission window for your employees and specify how many days before the travel date a trip must be submitted. Whenever employees submit after the specified deadline, they will receive a warning.

To enable this preference: Navigate to Admin View > Go to Settings > Select Policies under Users and Control > Under Policy Settings, enable Trip Submission Window and enter the number of days.



Manage Unreported Advances in Trip Cancellation

If there are any unreported advances associated with a trip during cancellation, you can now either mark all unreported advances as void instead of deleting them or choose to retain the advance amount for your employee's future trip. You can also void the unreported advances later from the advance details page. 

Note: This feature is available only to users for whom advance approval is enabled.

Import User Budgets

You can now create budgets for the employees in your organization by importing them into Zoho Expense. Create budgets in bulk by allocating fixed amounts for all categories or expense types or by allocating specific amounts for each category or expense type. You can download and view the sample sheets to create budgets of your own and import them. First, select the budget details, then select the file you want to import, and map the mandatory fields to import the user budgets.

Note: This feature is available in early access. Write to us at support@zohoexpense.com to enable this feature for your organization

To import user budgets: Navigate to Admin View > Budgets > Import User Budget.



Export Current View

You can now export the current view of your analytics reports in the Trips, Reports, and Advances modules. If you have filtered your data or rearranged the columns, then you can export that particular view of trips, reports, and advances using the Export Current View option.

To export the current view: Navigate to Admin View > Go to the module (Trips, Advances, Reports) for which you want to export data > Click the More icon > Select Export Current View > Click Export again.



Configure Notification Preferences for Workflow Rules

You can now set a threshold (percentage) for your workflow actions such as email alerts, webhooks, and custom functions, and receive email alerts when the specified threshold for each workflow action is crossed. You can also choose to receive notifications (hourly, daily, weekly, or monthly) when a workflow action fails so that you can take timely action by mentioning the day and time, and the email recipients.

To configure notification preferences for workflow rules: Navigate to Admin View > Settings > Workflow Rules under Automation > Gear icon in the top right corner > Configure Notification Preference.

Introducing Trip Expense Summary in Analytics

We've introduced a new analytics report called Trip Expense Summary. The report gives both admin and employees a comprehensive view of all the expenses, including personal expenses incurred by employees during their trips. The analytics report includes details such as trip number, name, booking expenses, per diem allowance, trip expenses, and the total expense amount. Additionally, you can group the trip data by status, policy, department, or the travel type.

To view the report:
1. Navigate to Admin View > Analytics > Trips > Trip Expense Summary
2. Navigate to My View > Analytics > Trips > Trip Expense Summary



Analytics Revamp

We've revamped the analytics module in both My View and Admin View, giving you better visibility into actions. We've made the following enhancements to the Analytics module:

1. Date customizations and criteria filters are now displayed on the report details page. You can click + More Filters to apply criteria and filter the report data.  
2. Group by and Column customizations have been moved above the table.
3. Search for other reports in your organization by clicking the Hamburger icon on the report details page.
4. The print option has now been moved inside the Export dropdown. 

Introducing Keyboard Shortcuts

We've introduced keyboard shortcuts to perform certain actions quickly and easily navigate within the application by pressing specific combination keys. You can press Shift + / to view the list of keyboard shortcuts available in Zoho Expense, or click the Profile icon and click View Keyboard Shortcuts to access them.

Additionally, you can edit shortcut keys by clicking the Edit icon next to the shortcut key you want to update. In case you've edited the shortcut keys and want to go back to using the default keys, you reset them.


Chatbot Now in More Editions

In addition to the Canada, Australia, and UAE editions, the AI chatbot that provides 24/7 assistance is now available in the Bahrain, Germany, Kenya, Mexico, Oman, Saudi Arabia, United Kingdom, South Africa, and Global editions of Zoho Expense.

iOS and Android App Updates

1. In the iOS app, when a purchase request is ready to be processed, you can click the Undo On-Hold button to remove its On-Hold status and resume processing the purchase request.
2. We've enhanced the trip creation process for better usability. Your users can now create and save trips, then add itineraries later from the trip's detail or edit screens using iOS and Android apps.
3. We've now added new filters to view unsubmitted transactions and those pending approval in the card details page. Your employees can view the number of unmatched transactions below each card in the cards list page. The active cards will be displayed on top, while the inactive cards are grouped inside the Inactive Cards filter on the cards list page. Additionally, we've made some design improvements to improve usability and overall user experience for users using the Android and iOS apps.
4. We've moved all calls-to-action (CTAs) to the bottom of the page across the app for better visibility and a more enhanced user experience for users using the Zoho Expense iOS app.
5. For users using the iOS and Android apps, the customized themes created in your web application will now also be applied to your organization's mobile app automatically. 

That brings us to the end of the post. Try out all the new features and let us know what you think in the comments below.

If you have any inquiries or feature requests, please write to us at support@zohoexpense.com

Stay tuned for more updates!

Regards,
 
Zoho Expense Team



      Zoho Campaigns Resources


        • Desk Community Learning Series


        • Digest


        • Functions


        • Meetups


        • Kbase


        • Resources


        • Glossary


        • Desk Marketplace


        • MVP Corner


        • Word of the Day


        • Ask the Experts


          Zoho CRM Plus Resources

            Zoho Books Resources


              Zoho Subscriptions Resources

                Zoho Projects Resources


                  Zoho Sprints Resources


                    Zoho Orchestly Resources


                      Zoho Creator Resources


                        Zoho WorkDrive Resources



                          Zoho CRM Resources

                          • CRM Community Learning Series

                            CRM Community Learning Series


                          • Tips

                            Tips

                          • Functions

                            Functions

                          • Meetups

                            Meetups

                          • Kbase

                            Kbase

                          • Resources

                            Resources

                          • Digest

                            Digest

                          • CRM Marketplace

                            CRM Marketplace

                          • MVP Corner

                            MVP Corner




                            Zoho Writer Writer

                            Get Started. Write Away!

                            Writer is a powerful online word processor, designed for collaborative work.

                              Zoho CRM コンテンツ






                                ご検討中の方

                                  • Recent Topics

                                  • Need Easy Way to Update Item Prices in Bulk

                                    Hello Everyone, In Zoho Books, updating selling prices is taking too much time. Right now we have to either edit items one by one or do Excel export/import. It will be very useful if Zoho gives a simple option to: Select multiple items and update prices
                                  • Please Make Zoho CRM Cadences Flexible: Allow Inserting and Reordering Follow-Up Steps

                                    Sales processes are not static. We test, learn, and adapt as customers respond differently than expected. Right now, Zoho Cadences do not support inserting a new step between existing follow-ups or changing the type of an existing primary step. If I realize
                                  • Vendor Signatures Needed for Purchase Orders

                                    Hello everyone, We have a unique requirement that necessitates that Vendors & Suppliers formally acknowledge our Purchase Orders upon receipt. I was hoping that there would be an option to do so in Zoho Books, but that does not appear to be the case.
                                  • Is there an API to "File a Ticket" in Desk

                                    Hi, Is there an API to "File a Ticket" in Desk to zoho projects?
                                  • Critical Issue: Tickets Opened for Zoho Support via the Zoho Help Portal Were Not Processed

                                    Hi everyone, We want to bring to your attention a serious issue we’ve experienced with the Zoho support Help Portal. For more than a week, tickets submitted directly via the Help Portal were not being handled at all. At the same time no alert was posted
                                  • Unarchive tickets

                                    How can I manually unarchive tickets?
                                  • Optimize your Knowledge Base for enhanced accessibility by adding alt tags for images

                                    Let's learn why alt tags are crucial for your articles. You can add alternative tags (alt tags) and alternative text (alt text) to the images you share on your community forums or when embedding them in articles. Alt tags refer to the HTML attribute,
                                  • report showing assignment type

                                    Hi, We've created a number of workflows to allow us to auto assign tickets to agents based on keywords and other criteria. I'm struggling to create a report that would show me what is the percentage of tickets that are assigned automatically via workflows
                                  • Time Entry Notifications

                                    Hi All - I have support staff who place notes of their work in the time entry section of Zoho Desk. Is there a specific workflow or setting I need to enable to have the ticket holder updated via email when an entry is saved?
                                  • How to report 'Response violation' OR 'Resolution violation'

                                    Hi, I want to report on SLA Violation Type. I grouped my tickets on this column. It seems I only get 'Response and Resolution Violation' or 'Not Violated'. The former seems to be given to a ticket if only the Response Time was violated. I would expect
                                  • Should I Use DMARC?

                                    When I configure Zoho Mail's DMARC settings, it's mandatory to fill in the RUA and RUF (Aggregate notification email address*, Forensic notification email address*) addresses. When we enter an email address in these fields, we receive reports from the
                                  • Power of Automation :: Quick way to associate your Projects with Zoho CRM

                                    A custom function is a software code that can be used to automate a process and this allows you to automate a notification, call a webhook, or perform logic immediately after a workflow rule is triggered. This feature helps to automate complex tasks and
                                  • Formula field with IF statement based on picklist field and string output to copy/paste in multi-line field via function

                                    Hello there, I am working on a formula field based on a 3-item picklist field (i.e. *empty value*, 'Progress payment', 'Letter of credit'). Depending on the picked item, the formula field shall give a specific multi-line string (say 'XXX' in case of 'Progress
                                  • Unable to retrieve Contact_Name field contents using Web API in javascript function

                                    Hello, I've added a field in the Purchase Order form to select and associate a Sales Order (Orden_de_venta, lookup field). I've also created a client script to complete some fields from the Sales Order (and the Quote), when the user specifies the related
                                  • Restricting contact creation

                                    Hi all! I am looking to use Zoho Desk in a part of the business that takes end user enquiries. These are generally single interactions, and not linked to an account name. As Desk is Account centric, has anyone designed a way to manage these incoming emails
                                  • Import Holiday Calendars

                                    HI Zoho Is there anyway of importing an online calendar like https://www.calendarlabs.com into the business hours calendars, to speed up setup of holiday calendars. Also could we also request a feature where you can specify a Holiday as hours, i.e it could be that the company is on a 1/2 day due to a holiday or when it is Eid in the UAE and they are only allowed to work restricted hours so we need the calendar to be flexible to allow for this. Regards Jamie
                                  • Filtering Tickets based on Email headers

                                    We're starting to get a lot more junk coming into our Zoho Desk, which is then triggering unnecessary email alerts to agents. Once thing we could do to cut this junk in half, is to filter tickets based on email headers. Any email containing the `List-Unsubscribe`
                                  • Zoho Books - France

                                    L’équipe de Zoho France reçoit régulièrement des questions sur la conformité de ses applications de finances (Zoho Books/ Zoho Invoice) pour le marché français. Voici quelques points pour clarifier la question : Zoho Books est un logiciel de comptabilité
                                  • Feature Request: Conditional Field Mandatoriness Based on Display Status

                                    Hello Zoho Creator Team, I would like to suggest an enhancement to improve the flexibility of form validations. Currently, when we need a field to be mandatory only if it's displayed on the form, the only option is to: Set the field as not mandatory in
                                  • Im Stuck in an EDIT ONLY WITH WIZARD issue

                                    So I found Wizards to be a really helpful tool in minimizing the exposure of redundant, superfluous fields to staff that would never otherwise have to edit those fields. My issue is, that when the record (in this case a lead) is created with a wizard,
                                  • Data Migration Strategies for Moving to a Cloud Solution

                                    Hi everyone, I’ve been working on moving some of our critical systems, including CRM and project data, to a Zoho cloud solution, and one of the biggest challenges I’ve encountered is data migration. Transferring large volumes of data while keeping it
                                  • Bulk Moving Images into Folders in the Library

                                    I can't seem to select multiple images to move into a folder in order to clean up my image library and organize it. Instead, I have to move each individual image into the folder and sometimes it takes MULTIPLE tries to get it to go in there. Am I missing
                                  • Error 550 5.4.1

                                    I’ve tried sending an email to someone but keep receiving this back. Any help would be greatly appreciated 
                                  • Automatic Matching from Bank Statements / Feeds

                                    Is it possible to have transactions from a feed or bank statement automatically match when certain criteria are met? My use case, which is pretty broadly applicable, is e-commerce transactions for merchant services accounts (clearing accounts). In these
                                  • Has Anyone successfully integrated Zoho and Sage Intact?

                                    Hey all, We’re evaluating Zoho One + Sage Intacct and I’m trying to connect with anyone who has actually implemented the two together.Specifically, I’d love to know: -- Which functions you kept in Zoho vs. Intacct (e.g., Product Catalog, AR/AP, invoicing,
                                  • Store "Sign in with Google/Microsoft/GitHub etc." details

                                    Quite often now, users are using a sign-in provider like Google or Microsoft to sign into various apps and services. It would be great if Vault could remember which providers you use for each website and sign you in with that provider instead of a username
                                  • Placing a condition before converting the LEAD

                                    Hi,  I need some assistance with Lead conversion. I need to place certain conditions before allowing the user to convert the lead.  For example: up until the certain status's doesn't equal "green" don't allow to convert lead.  I tried creating this using
                                  • Subform edits don't appear in parent record timeline?

                                    Is it possible to have subform edits (like add row/delete row) appear in the Timeline for parent records? A user can edit a record, only edit the subform, and it doesn't appear in the timeline. Is there a workaround or way that we can show when a user
                                  • How can I filter a field integration?

                                    Hi,  I have a field integration from CRM "Products" in a form, and I have three product Categories in CRM. I only need to see Products of a category. Thanks for you answers.
                                  • Adding image in HTML report page

                                    Hi, I want to know two things: 1. Can anyone advise how to add an image in HTML report. The tagged used is <img> but what path do I mention for the image to be added in the HTML report. 2. Also, I want to know if I am creating an application for the market
                                  • How to change view of HTML report based on device but always print in A4

                                    Hello everyone, I am aware that HTML report view can be configured to adjust according to the screen size like Laptop, Tablet and mobile using media queries. But my concern is no matter on which device the reports is opened when printed should always
                                  • Age Calculation

                                    I've attempted to calculate the age of someone based on their birthday input by using the formula field. It works but I don't want all those decimals on there. I then tried to use "set variable" after birthday input but I get a field type mismatch, long vs. floating. Any ideas would be wonderful.
                                  • Search on Custom Field

                                    We're working on an integration with the Zoho FSM API and are trying to retrieve companies based on a custom field we added to the Companies module. However, we can't find a way to filter or query records using custom fields through the API. We have a
                                  • in zoho creator Sales Returns form has sub form Line Items return quantity when i upate the or enter any values in the sub form that want to reflect in the Sales Order form item deail sub form field Q

                                    in zoho creator Sales Returns form has sub form Line Items return quantity when i upate the or enter any values in the sub form that want to reflect in the Sales Order form item deail sub form field Quantity Returned\ pls check the recording fetch_salesorder
                                  • Sendmail function / custom action?

                                    I've setup a function hoping to email various business departments the details of a record once all work in that record is complete so gone about setting up a custom action in such way that each record line on the report has a button to click. Question is how do I actually include data from that record in the email that is sent when the button is clicked? I had thought that since this were being sent per record the email would include the data which had been entered
                                  • API to post drafts for social media

                                    I we want to post draft posts to our zoho social account and then approve and schedule them within Zoho social. is this possible with for example: https://apis.zoho.com/social/v2/post TIA Jon
                                  • Integración Books para cumplir la ley Crea y Crece y Ley Antifraude (VeriFactu)

                                    Hola: En principio, en julio de 2025, entra en vigor la ley Crea y Crece y Ley Antifraude (VeriFactu). ¿Sabéis si Zoho va a cumplir con la ley para cumplir con la facturación electrónica conectada a Hacienda? Gracias
                                  • Canvas View in Zoho Recruit

                                    Is it possible or would it be possible to have the new 'Canvas View' in Zoho Recruit?
                                  • What impactful sales coaching techniques have you used to boost your team's performance?

                                    I'm curious about the real-world impact of sales coaching on team performance. What specific techniques or strategies have you found most effective in driving consistent improvement and growth in your sales team? Any success stories or lessons learned
                                  • Adding Taxes to paid consultations in Zoho Bookings

                                    I created a 'paid' consultation under Zoho Booking and integrated it with payment gateways for online/instant payment before a booking is done. How can I add 'taxes' to the price of consultation? I can add taxes to other Zoho apps (liks Books, Checkout,
                                  • Next Page