Employee expense tracking, receipt capture, multi-level approval workflows, and automated reimbursement. Set up to match your company's real expense policies and approval chains.
What we configure
Zoho Expense is a cloud-based expense management platform that automates the entire cycle from receipt capture to reimbursement. Employees submit expenses via mobile app or web, managers approve through configurable workflows, and finance teams process reimbursements with full audit trails, all connected to your accounting in Zoho Books.
At Aaxonix, we configure Zoho Expense around your actual expense policies, per diem rates, category limits, mileage rules, travel advance workflows, and approval hierarchies. We don't use default templates. Every rule, limit, and approval chain is set up to reflect how your company actually works, so employees know what's allowed and finance teams get clean, policy-compliant reports.
Snap a photo of any receipt, merchant, amount, date, and GST details are extracted automatically.
Automated approval routing and accounting sync cut the average reimbursement cycle from weeks to days.
Spending limits, category rules, and duplicate detection enforce your policies before expenses reach approvers.
AI-powered OCR extracts merchant name, amount, date, and tax details from receipt photos. Works with printed receipts, cab bills, hotel invoices, and restaurant bills.
Employees group expenses into reports by trip, project, or period. Auto-populate fields, attach receipts, and submit for approval with a single click from mobile or desktop.
Configurable approval chains based on amount thresholds, departments, or expense categories. Managers get push notifications and can approve or reject with comments on the go.
Employees submit travel requests with estimated budgets before the trip. Approvers see the breakdown and can approve or modify. Actual expenses are tracked against the approved travel budget.
Auto-import transactions from corporate credit cards. Match card transactions to expense claims, flag unreconciled spend, and give finance teams real-time visibility into card usage.
Set spending limits per category, detect duplicate submissions, flag policy violations, and block out-of-policy expenses before they reach the approval queue.
Companies past the spreadsheet stage that need structured expense policies, approval workflows, and proper audit trails for compliance and tax purposes.
Businesses with sales reps, service engineers, or delivery teams who incur daily expenses on the road and need a quick mobile submission workflow.
Companies where employees travel frequently for client meetings, conferences, or site visits and need travel request approvals, per diem tracking, and travel advance management.
Businesses with offices across cities that need location-specific expense policies, regional approval chains, and consolidated expense reporting for headquarters.
Consulting firms, law offices, and agencies that need to track billable expenses by client or project for accurate client invoicing and project profitability analysis.
Tech companies managing software subscriptions, hardware purchases, training expenses, and conference travel where spend categories and approval limits vary by department.
We review your current expense policy document, approval hierarchy, reimbursement cycles, corporate card setup, and accounting requirements. We map every rule, limit, and exception before configuring anything.
We set up expense categories, spending limits, per diem rates, mileage rules, approval workflows, and travel request templates. Corporate card feeds are connected and employee profiles imported from Zoho People or HR records.
We import employee data, department structures, and reporting hierarchies. End-to-end testing covers expense submission, receipt scanning, approval routing, policy violation flagging, and accounting sync with Zoho Books.
Separate training sessions for employees (mobile app, receipt capture, report submission), managers (approval workflows, delegation), and finance teams (reconciliation, reimbursement processing, reporting). 30 days of post-go-live support included.
Auto-post approved expenses as journal entries to the right accounts.
Sync employee profiles, departments, and reporting hierarchies.
Include reimbursements in salary payouts automatically.
Auto-import card transactions from major banks and card providers.
Spending dashboards, policy violation reports, and trend analysis.
Auto-calculate mileage for travel expense claims.
Auto-import ride receipts into expense reports.
Sync Ola ride expenses directly into employee reports.
Yes. Zoho Expense uses OCR to automatically extract merchant name, date, amount, and GST details from receipt photos. Employees can snap a photo from the mobile app and the expense is auto-populated. Accuracy is high for printed receipts, though handwritten ones may need minor manual corrections.
You can configure multi-level approval chains based on department, expense amount, or expense category. For example, expenses under Rs 5,000 go to the reporting manager, while anything above goes to the department head and then finance. Approvers get email and mobile notifications and can approve with one tap.
Yes. Zoho Expense supports corporate card feeds from major banks and card providers. Transactions are auto-imported and matched to expense reports. We configure card assignment rules, spending limits, and reconciliation workflows during setup so your finance team has full visibility into card spend.
Approved expense reports in Zoho Expense are automatically posted as journal entries in Zoho Books, mapped to the correct expense accounts and cost centres. Reimbursement payments are tracked and reconciled. This eliminates double entry and ensures your books always reflect actual employee spending.
Approved expenses post to the correct ledger accounts in Books. No re-keying, no month-end surprises.
Employee profiles, departments, and reporting hierarchies from People drive expense approval chains.
Approved reimbursements get included in the next payroll run alongside regular salary.
Most clients go from first call to project kickoff in under two weeks. Book a free 60-minute session to get started.