Employee Portal - Overview

In this help document, you’ll learn why we have a dedicated Employee Portal in Zoho ERP, how to access it, and how it helps employees manage their travel, expense, purchase requests, and payroll information.

Why do we have a dedicated Employee Portal

A dedicated Employee Portal in Zoho ERP exists to separate employee self service tasks from administrative and organizational controls.

Employees frequently need to submit expenses, raise purchase requests, manage travel details, and access payroll information. Without a dedicated portal, these actions would either require admin intervention or risk exposing organization level settings to employees.

The Employee Portal provides a dedicated space where employees can:

• Perform actions related to expenses, purchases, and payroll.
• Track approvals and travel statuses.
• Manage personal settings such as travel details, delegates, and out-of-office approvers.

At the same time, organizational configurations, financial controls, and system settings remain accessible only to authorized users. This role-based access improves efficiency, reduces dependency on admins, and ensures data security and compliance.

Access the Employee Portal

If you’ve received an invite to access Zoho ERP as an employee, here’s how you can access the Employee Portal:

• Open the invite email that you’ve received.
• Click the Accept Invitation button.
• In the page you’re redirected, click Sign in to accept to sign in to your Zoho Account associated with the email address.
• Enter your email address (to which the invite was sent) and set a password to access your account.

If you’re someone with multiple roles in Zoho ERP, here’s how you can access the Employee Portal:

• Click the Organization Name dropdown in the top right corner. The list of roles assigned to the logged in user will be displayed.
• Select Employee from the list of roles. You will now be able to access the employee portal.

You can also access the Zoho ERP employee portal from the iOS or Android apps.

Expense Claims

Whenever you incur a business expense, you can upload your receipt or record it manually in Zoho ERP. The receipt will be auto-scanned and converted to an expense. Once you’ve recorded the expense claim, you can consolidate them into an expense report and submit it for approval.

Expense Reports

Once the reports are approved, you can claim reimbursement for your expenses. On the other hand, if the report is rejected, you can make the changes suggested by the approver and re-submit the same for approval.

Trips

You can raise trip requests before going on business trips and submit them to your managers to get approval. Record the trip related expenses and submit them to your approvers to claim reimbursement.

Advances

If you’re going on a business trip, your organization may provide you with an advance to spend and manage expenses incurred during the trip. Once you receive the advance, the admin will record the same.

You can then apply this advance to an expense report and submit it to your approver. This helps your organization track how much of the advance has been used and what remains.

Payroll

You can view your salary structure, payslips, and a comprehensive summary of your annual earnings, contributions, deductions, and taxes.

Through the Investments tab, declare your IT declaration at the beginning of each financial year and submit proofs for the same at the end of the year.

Create reimbursement claims and get compensated along with next month’s salary.

Purchase Requests

Create a purchase request and get prior approval for your business purchases. Once approved, your organization will proceed with the procurement of the requested item.