Reimbursement is the act of repaying an employee for business expenses they paid from their own funds. In Zoho Expense, once an expense report is approved, the finance team processes the reimbursement by recording the payment and optionally triggering a bank transfer through a connected payroll or accounting integration.
After a report is approved, it moves to the reimbursement queue in Zoho Expense. The finance team can select one or more reports and mark them as reimbursed after processing the payment. Zoho Expense records the reimbursement date, payment mode, and any reference number, giving employees and auditors a complete payment record.
Zoho Expense integrates with Zoho Books and Zoho Payroll, allowing you to push approved reimbursements directly into accounting as a payable or include them in the next payroll run. This eliminates separate data entry and ensures reimbursements are recorded in the correct accounting period.
Zoho Expense sends an automated email notification to the employee when their report status changes to Reimbursed. The notification includes the reimbursed amount and the date, so employees do not need to follow up with finance manually.
Yes. If an employee submits expenses in a foreign currency, Zoho Expense converts the amounts to the organisation’s base currency using the configured exchange rate. The reimbursement is typically paid in the employee’s local currency at the converted amount.
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