Advance settlement is the reconciliation step after a business trip where an employee accounts for how a pre-approved advance was used. In Zoho Expense, when the employee submits their expense report, the system compares the advance amount against total approved expenses and calculates the net balance.
When submitting an expense report linked to an advance, Zoho Expense automatically deducts the advance amount from the total expenses. If the employee spent more than the advance, the remaining amount is reimbursed as usual. If the advance exceeds actual expenses, Zoho Expense flags the surplus for recovery and records it as a liability against the employee until returned to the company.
Finance teams can view all open advances that have not yet been settled in the Zoho Expense advances dashboard. This prevents advances from being forgotten and ensures accurate cash position reporting. Admins can also block new advance requests until prior advances are fully settled.
Zoho Expense can be configured to prompt employees to link outstanding advances when creating a new expense report. Admins can also manually apply an advance to a report from the finance console if the employee missed it during submission.
Surplus advance recovery in Zoho Expense is recorded as a receivable. The finance team can mark the amount as recovered once the employee returns the cash or the amount is deducted from their next salary run via the Zoho Payroll integration.
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