The Managed Way To Replace Brex

What changes is that expenses hand off cleanly into Zoho Books. We configure the account mappings, tax treatment, and posting rules between Expense and Books, then check the entries every month. Wrong mappings are cheap to fix early and expensive to unwind after three quarters of history.

A spreadsheet cannot tell you the same taxi was claimed twice, and it cannot produce a receipt when an auditor asks for one from fourteen months ago. It works fine at eight people. Somewhere around thirty it stops working, usually showing up first as duplicate payments and missing documentation. By then you are reconstructing history, not fixing a process.

We reconcile the card feeds, chase the unmatched charges and the missing receipts, and check the entries landing in Books. Your bookkeeper starts close with a reconciled set already built.

Yes, and we would prefer they did. Receipts get lost when capture happens at a desk several days later. We roll out the mobile app, set sensible submission defaults, and train your team to photograph at the point of purchase. We also set up email forwarding so digital receipts become draft expenses on their own, which covers the subscriptions everybody forgets to claim.

Yes. If you run several Zoho applications, or you are on Zoho One, our Managed Zoho One plan covers the whole environment under one flat monthly fee. That includes the expense work described here alongside administration for every other app you run. At three or more managed apps the bundle is usually cheaper than the separate plans.

We run your Zoho Expense environment as an ongoing service. That covers the policy rules and spending limits, approval routing, corporate card feeds and their monthly reconciliation, mileage and per diem setup, and the sync into Zoho Books. You are not buying expense software and hoping somebody finds time to configure it properly. You have a team already inside the account keeping it accurate month to month.

Up to 25 users, with unlimited expense reports. Inside that: policy and category configuration, approval chain setup and maintenance, corporate card feed connection and monthly reconciliation, receipt scanning rules, mobile rollout, mileage and per diem tables, multi currency handling, the Zoho Books integration, spend reporting, and a monthly review where we tune whatever is not working. Historical data migrations are scoped and quoted separately, so your monthly cost stays predictable.

Yes. You keep the subscription and you own the account, along with every policy, approval flow, receipt, and report inside it. We administer your environment, we do not host it. If you move to another provider one day, nothing sits behind our logins and there is no export to negotiate. Your receipt archive and approval history stay exactly where they are, which matters if you are ever audited.

Yes, and it is usually where the most time comes back. Direct feed integration imports transactions straight from the card provider, and Zoho can auto assign them to users and auto categorize by merchant category code. We configure the feed and the matching rules against submitted receipts, then work the exceptions every month. The part worth knowing is that feeds fail silently. A bank changes something at their end, transactions stop arriving, and nobody finds out until close.

Approved expenses post into Books as entries against the accounts you nominate. The work is in the mapping: which expense category hits which account, how tax is treated, how reimbursements are recorded. We build it, test it against a sample month before anyone relies on it, and check the entries each month.