What is Tags?

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Introduction

Tags in Zoho Expense work like digital labels, helping you organise and categorise your business expenses with ease. Whether you’re tracking costs by department, project, or branch, using tags can give you deeper insights into where your money goes.

This guide explains how to enable, create, and manage tags, and how to use them in expense reports to improve your business analytics.

Great for growing UK businesses looking to improve cost control and reporting.

Step-by-Step Instructions

1. Enable Tags and Set Preferences

Before using tags, you’ll need to enable them in Zoho Expense.

Go to Admin View.
Click Settings from the left sidebar,
OR click the Gear icon in the top right corner.
Select Tags under the Organisation
Click Enable.

You’ll be prompted to set your tagging preference:

Tag expenses individually apply tags to each expense.
Associate the same tag with all expenses in a report apply one tag to the whole report.

Click Save once done.

Note: You can create up to 10 tags. Once set up, all users in your organisation can use them.

3. Add Tags to Expenses

Tagging New Expenses

Go to My View > Expenses.
Click + New Expense.
Fill in the expense details.
Scroll to the bottom and select a tag option.
Click Save and Close.

Tip: Can’t see the tag field? Click Show more fields to reveal it.

Tagging Existing Expenses

You can only tag unreported and unsubmitted expenses.

Go to My View > Expenses.
Click on the expense you want to tag.
Scroll down and choose a tag option.
Click Save and Close.

4. Add Tags to Reports

You can only tag reports if you chose Associate the same tag with all the expenses in a report as your preference.

Tagging New Reports

Go to My View > Reports.
Click + New Report.
Enter report details.
Select a tag option and click Save.

Tagging Existing Reports

You can only tag reports that are not yet approved or reimbursed.

Go to My View > Reports.
Select the report.
Click the Edit icon in the top right.
Choose the tag and click Save.

5. Generate Analytics Using Tags

Once tags are added, you can use them to filter expense analytics.

Go to Analytics > Expense Details.
Click Customise Report.
Select the tag(s) you want to analyse.
Click Run Report.

This allows you to easily compare spending across different departments, regions, or teams.

6. Edit, Delete or Deactivate Tags

Manage existing tags as follows:

Go to Admin View > Settings > Tags.
Hover over a tag and click the More icon (⋯).
Choose one of the following:
- Edit: Update tag name, options, or set as mandatory.
- Mark as Inactive: Hide the tag temporarily or deactivate specific options.
- Delete: Remove a tag entirely (only possible if it’s not linked to any expenses or reports).

Note: Tags already in use cannot be deleted.

Tips

Use tags strategically: Create tags that match your reporting needs, such as by department, branch, or project.
Keep it simple: Limit the number of tags and options to avoid confusion.
Review regularly: Deactivate tags that are no longer needed instead of deleting them.
Enhance reports: Combine tag filtering with other report filters for more detailed insights.

What is Tags?

Introduction