Capture Receipts, Allocate Job Costs, Sync Straight to the Ledger.
Manage out-of-pocket expenses and vendor bills from one portal, with receipt image sync and multi-line general ledger distribution.
Overview
Scattered paper receipts, missing expense codes and disconnected job costing put friction between your crews and your accounting department. The expenses module unifies tracking, multi-line ledger splitting and receipt attachment — field expenses and vendor bills push directly into QuickBooks Online, so receipts stay organized and project margins stay visible.
One receipt, every account it belongs to
- Split a single transaction across multiple GL accounts from the breakdown panel, with line totals validated against the receipt total.
- Link individual breakdown lines to customer work orders and invoices to track material and subcontractor cost against project margin.
- Job costs stay internal: a linked cost never bills the client unless you explicitly add it to their invoice.
Purchases versus bills
Out-of-pocket spend on card, debit or cash records as paid purchases and pushes as settled expenses. Unpaid vendor invoices record as bills under accounts payable with supplier and due-date tracking.
Native receipt sync
Upload images and PDFs from desktop or mobile — up to 10 files per transaction, under 20MB each, in JPEG, PNG or PDF. Files attach to the matching purchase or bill in the ledger for audit readiness.
Duplicate & immutability controls
Reference numbers are checked for uniqueness across the account, and synced expenses cannot be hard-deleted — set them to excluded to drop them from reports without corrupting the ledger.
How it works
A project manager buys $250 in supplies on a company card and uploads a photo of the receipt.
They allocate $200 to project #104 job materials and $50 to general shop supplies.
Once approved, the expense is created in the ledger with the receipt attached and the cost split across the chosen GL accounts.