Expenses & Receipts

Record business expenses, scan receipts, and track costs by project. Invoice clients for expenses when needed.

Creating Expenses

Record expenses as they happen to keep accurate records of business costs.

Adding an Expense

  1. Go to Transactions
  2. Tap + to add new
  3. Select Expense
  4. Enter the details
  5. Save

Expense Fields

Name Description (e.g., "Lumber - Home Depot")
Amount Total cost including tax
Before Taxes Amount before tax (auto-calculated)
Date Purchase date
Category Type of expense
Payment Type Cash, check, EFT, debit, credit, etc.
Account Which account was used
Project/Client Link to a job for tracking
Tip: Link expenses to projects so you can invoice them or track project profitability.

Receipt Scanning

Capture receipt images directly from your phone. AI can automatically extract details from scanned receipts.

Scanning a Receipt

  1. Open an expense or create new
  2. Tap the camera icon
  3. Take a photo of the receipt
  4. The image is attached to the expense

AI Receipt Scanning

When you scan a receipt, AI can automatically extract:

  • Store Name - Vendor identification
  • Date - Purchase date
  • Total - Grand total amount
  • Receipt Number - Transaction code

Review the extracted data and confirm to apply it to your expense.

Receipt Management

  • Attach multiple images per expense
  • View full-size images by tapping
  • Annotate receipts with highlights
  • Delete attachments as needed
Note: Receipt scanning and AI extraction require an active subscription.

Expense Categories

Categorize expenses for better organization and reporting. Categories help with tax preparation and cost analysis.

Common Categories

  • Materials & Supplies
  • Tools & Equipment
  • Vehicle Expenses
  • Office Expenses
  • Subcontractors
  • Insurance
  • Advertising
  • Professional Services

Managing Categories

  1. Go to Settings
  2. Select Transaction Categories
  3. Add, edit, or remove categories
  4. Categories appear in expense dropdown
Tip: Create categories that match your tax reporting needs for easier year-end preparation.

Auto-Categorize Transactions

Use AI to automatically categorize your uncategorized expenses. The system analyzes transaction details and assigns the most appropriate category based on your existing categorized expenses.

Using Auto-Categorize

  1. Go to Transactions
  2. Click the Auto-categorize transactions button
  3. Wait while AI analyzes your expenses
  4. Progress shows how many transactions are being processed
  5. The page refreshes when complete

How It Works

The AI examines each uncategorized expense and considers:

  • Transaction Name - The description of the expense
  • Amount - The transaction value
  • Date - When the purchase occurred
  • Client/Project - Associated job information
  • Your Examples - Previously categorized expenses

Categories are only assigned when the AI has high confidence (60% or higher) in the match.

Requirements

  • You must have expense categories set up
  • Expenses must have a name/description
  • Only unvalidated expenses are processed
Tip: The more expenses you manually categorize, the better the AI becomes at matching similar transactions. Start by categorizing a few examples of each type of expense you commonly have.
Note: After auto-categorization, review the assigned categories and validate transactions to confirm they are correct.

Invoicing Expenses

Bill clients for expenses by including them in invoices. Expenses linked to projects can be added to invoice line items.

From a Project

  1. Open the Project
  2. Go to Manage tab
  3. Select expenses to invoice
  4. Create invoice with selected items

Using Invoice Maker

  1. Open a Job or Project
  2. Select Invoice Maker
  3. Check Include Expenses
  4. Review expense line items
  5. Generate the invoice

Expense Tracking

  • Expenses show invoice ID when billed
  • Tap to navigate to associated invoice
  • Mark expenses as validated when reviewed