An expense report is the primary submission unit in Zoho Expense. It is a grouped collection of individual expense entries that an employee compiles and submits to their manager or finance team for approval and reimbursement. Each report typically corresponds to a business trip, a project, or a monthly submission cycle.
Employees add expenses to a report by either uploading receipts (which Auto-Scan extracts data from), entering details manually, or importing from a connected corporate card feed. Once all expenses are added, the employee submits the report. Zoho Expense validates the entries against the active expense policy, flagging any violations before submission reaches the approver.
A report moves through several statuses: Draft, Submitted, Under Approval, Approved, and Reimbursed. At each stage, the relevant stakeholder (employee, manager, finance) takes action. Zoho Expense sends automated notifications at each transition, so no report gets stuck without visibility.
Yes. An expense report is simply a container for expenses and is not strictly tied to a single trip. However, many organisations enforce a policy of one report per trip to keep approvals clean and audits straightforward. You can configure this in Zoho Expense’s policy settings.
If an approver rejects an expense report in Zoho Expense, the report is returned to the employee with comments explaining the reason. The employee can edit the flagged entries and resubmit the report for re-approval without starting from scratch.
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