Expenses, receipts and fuel

1. Start it.

   On Today, under More › Paperwork, tap Expenses, then New expense.

2. Photograph the receipt.

   Under Receipt, tap Take a photo or Choose a photo. A receipt photo is required when it was paid with the company card or your own money. With signal, AI reads the receipt and fills in the boxes; check each one marked Read by AI — check. With no signal, fill them in yourself, or tap Keep it to read when there's signal.

3. Enter the amounts.

   Enter the Total on the receipt and, if the receipt shows it, Of which tax.

4. Say what it was.

   Enter Where you bought it and What it was for, and choose the Category, what it was Paid with and When.

5. Put it on a job.

   Choose the Job, or Not on a job. Choose the Cost code if you know it, or Not sure: the office will choose. Answer Bill it to the customer?

6. Send it.

   Tap Send for approval. It is kept on the phone and goes when there is signal.

My expenses shows where each one stands: Waiting for approval, Approved, Sent back with the reason, To be paid back to you or Paid back. You are notified when yours is approved or sent back.

For anyone with a role in Job or Field, including people who don't use the phone app.

1. Start it.

   Open Money › Expenses and select New expense.

2. Fill it in.

   Enter the Amount before tax and the Tax, Where it was bought and What it was for. Choose the Category, what it was Paid with and the Date bought. Choose the Job (or Not on a job (overhead)) and the Cost code, or Leave for the approver, and check Billable to the customer if it is.

3. Add the receipt.

   Under Receipt, choose a photo of it from your computer. As on the phone, one is required when it was paid with the company card or your own money.

4. Send it.

   Select Send for approval. It shows under Mine. If the receipt did not upload, select Send for approval again, or open the expense and use Add a receipt photo; it is not sent twice.

On the website, open Money › Expenses. The To approve tab lists what is waiting, with the receipt, who bought it, the day, the job, the category, how it was paid and the total. Project managers, owners and admins are notified when one comes in. Owners and admins can approve even without a role in Job, as long as the company has Job.

1. Open it and check the receipt.

   The receipt photos are under Receipts. An expense that needs a receipt cannot be approved without one.

2. Check the coding.

   Under Coding, set the Job (or Not on a job (overhead)), the Cost code and the Category, and check Billable to the customer if it is. A billable expense can later go on an invoice to the customer, once, with Add billable costs.

3. Approve or send it back.

   Select Approve. Approving posts it to job cost, as a vendor bill's approval does, so an expense on a job needs its cost code first: until it has one, the button reads Code it to approve. An expense not on a job is approved for accounting. If it needs fixing, select Send back, write why under Why it's sent back (the person is told in these words), and select Send it back.

• Approving adds the expense to the job's cost at what was paid, tax included. Fuel and equipment expenses post to equipment cost. Undo posting reverses it. An expense with no job stays approved and goes to accounting through the download.
• When someone paid with their own money, select Mark paid back once they have been repaid. Check Owed back only to see who is still owed.
• Download CSV downloads approved and posted expenses bought between two dates, one row each, for your accounting system.

When QuickBooks Online is connected (Settings › QuickBooks and accounting), a posted expense goes there by itself:

• Paid with the Company card, Petty cash or the Company account: a QuickBooks expense, paid from the account chosen for that way of paying under Paying accounts on that page.
• Paid with Personal (pay back): a bill to the person who paid, which you pay in QuickBooks. Once it's paid there, the expense is marked Paid back here.

A sent expense shows Sent to QuickBooks with a link to it there. If it didn't go (no paying account chosen yet, say), it shows why; fix that and select Retry. For vendors' bills, see Bills and QuickBooks.

Fuel delivered to a job by the fuel truck is a fuel ticket, not an expense: the foreman photographs the ticket with Ticket on Today and it posts to the job's Fuel code. See Equipment › Fuel.

Where a company logs fuel machine by machine (Equipment › Equipment setup › Fuel on the phone, off unless turned on), fuel put into a machine is recorded against the machine, not as an expense:

1. Find the machine.

   On Today, under More › Machines, tap Machines, find the machine, and tap Fuel a machine.

2. Enter the fill.

   Choose What went in and enter the Gallons and the meter reading, which also goes on the machine's meter. Say whether you Filled it up. Enter either the Price a gallon or the Total; the other is worked out. Add where it came From, the Job, and a photo of the receipt.

3. Save it.

   Tap Save the fill. After a full fill with a good meter reading, the phone shows the burn rate since the last fill (gallons an hour, or miles a gallon), and says so if the meter reading looks wrong, for the shop to check.

Fills are listed on the website under Equipment › Fuel, By machine or Each fill. The job on a fill records where the machine was; fuel fills are not posted to job cost.