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What is Tags?

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Zoho Expense tags work like labels you can attach to expenses or reports, so spending can be tracked by department, project, branch or any other category that matters to your business. This guide covers enabling tags and using them for reporting.

What tags do

Once enabled, tags let every user in the organisation categorise their expenses (or whole reports) with a set of options you define, then filter analytics by those tags to compare spending across categories.

How to enable tags

  1. Click Admin View.
  2. Click Settings on the left sidebar, or the Gear icon.
  3. Select Tags under Organisation and click Enable.
  4. Choose a tagging preference: Tag expenses individually, or Associate the same tag with all the expenses in a report. Click Save. You can create up to 10 tags, and once set up, everyone in the organisation can use them.

How to add tags to expenses

For a new expense, go to My View > Expenses, click + New Expense, fill in the details, then select a tag option near the bottom before clicking Save and Close (click Show more fields if the tag field isn’t visible). For an existing expense, it must be unreported and unsubmitted: open it, choose a tag option and save.

How to add tags to reports

Report level tagging is only available if you chose the “same tag for the whole report” preference. For a new report, go to My View > Reports, click + New Report, enter the details, select a tag and save. For an existing report, it must not yet be approved or reimbursed: open it, click the Edit icon, choose the tag and save.

How to use tags in analytics

Go to Analytics > Expense Details, click Customise Report, select the tag or tags you want to analyse, then click Run Report to compare spending across departments, regions or teams.

How to edit, deactivate or delete a tag

  1. Go to Settings > Tags.
  2. Hover over a tag and click the More icon.
  3. Choose Edit to update the name, options or mandatory setting, Mark as Inactive to hide it, or Delete to remove it. A tag already used in an expense or report cannot be deleted.

Tips

  • Create tags that match how you report, such as by department, branch or project.
  • Keep the number of tags and options small to avoid confusion.
  • Deactivate tags you no longer need rather than trying to delete them.

Frequently asked questions

How many tags can I create in Zoho Expense?

Up to 10 tags per organisation.

Can I tag an expense that’s already been submitted?

No. Expenses can only be tagged while they’re unreported and unsubmitted.

What happens if I try to delete a tag that’s in use?

Zoho Expense won’t let you delete a tag already linked to expenses or reports. Mark it as inactive instead.

Need help?

Need help setting up tags and reporting in Zoho Expense? Contact support@thoughtlogik.com or see our Zoho implementation services.

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