Receipt Capture
Stop losing money between the field and the books.
Receipt Capture
The Receipts section manages submitted receipt images and voice memos.
Employee Workflow (2 screens + processing):
- Photo Screen: Take a photo of the receipt using the device camera or upload one from the library.
- Details Screen: Confirm the job, choose the saved payment card (stored as a nickname and optional last four only) or Unlisted / needs review, add optional categories, and record an optional voice memo for trade or category split details. Mention the card only if your card isn't in the list and you selected Unlisted / needs review.
- Processing: The receipt is uploaded. The system generates a PDF and transcribes the voice memo automatically.
Admin Features:
- Dashboard: Shows the 50 most recent submissions with processed checkbox, date, status, and transcription preview.
- Browse: Navigate by company and month to find specific receipts.
- Detail View: See the receipt image (with inline PDF viewer for document receipts), transcription, job, categories. Toggle processed status. Download the PDF (image + transcription), original image, or audio file.
- AI Data Extraction: The system uses AI to automatically extract vendor, amount, date, and line items from receipt images. Extracted data pre-fills receipt fields for faster processing.
- Admin Upload: Upload receipts directly from the admin panel, useful for forwarded emails or receipts that weren't captured in the field.
- Email Forwarding: Forward receipts to a company-specific email address for automatic ingestion. Configure the forwarding address in Settings.
- Multi-Job Splitting: Split a single receipt across multiple jobs when one purchase covers materials for several projects.
- Document Support: In addition to photos, the system accepts PDFs and other document formats as receipt submissions.
- Processed Checkbox: Mark receipts as processed, the row turns green on the list view.
- Download ZIP: Download all PDFs for a company/month as a ZIP archive.
- Delete: Remove a receipt and all associated files (image, audio, PDF).
Employee Libraries: Employees with receipt access can also browse their submitted receipts from the Receipt Library, accessible via the "View Receipt Library" button on the capture page.
Expense Categories
Navigate to Setup Items > Expense Categories to manage categories for receipt capture.
- When employees submit a receipt, they select a job and up to two categories to classify the expense.
- Add Category: Enter a name and sort order. Sort order controls the display position in dropdowns.
- Edit: Click Edit to rename or reorder categories inline.
- QBO Sync: Pull expense accounts from QuickBooks Online and auto-create matching categories.
- CSV Import: Bulk import categories from a CSV file.
- Activate / Deactivate: Deactivated categories are hidden from dropdowns but preserved on existing records.
