Expenses tracks what you spend. Open Expenses in the Core group of the rail. If you do not have money access, the same place is called My expenses, and shows only the receipts you handed in.
Hand in a receipt
Use Add several when you have a handful of receipts.
- Tap Add expense.
- Tap Photograph the receipt, or Choose photo. The app reads the amount, date and vendor for you. Check them.
- Say what it was for: a job, or overhead.
- Say how it was paid, for example with a company card or out of your own pocket.
- Pick a category and save.
Job or overhead
An expense for a job counts against that job's profit. Overhead is a cost for the month that belongs to no job's margin. You can mark an expense as a monthly cost if you pay it every month.
Approval
When approval is on, an expense you hand in is Needs approval until the office acts.
- The office taps Approve, or Deny and gives a reason. You see why.
- Change a denied expense and save, and it goes back to the office.
- If you paid out of pocket, the office taps Reimburse and then Mark paid back.
Card statements
The office can use Import card statement to bring in a CSV from the card company, then match and file each line. A statement in Excel format is not read, so export the CSV instead.
Settings
Settings, Getting paid, Expenses sets approval, company cards, statement imports and the QuickBooks expense accounts. If QuickBooks is connected, an approved expense syncs to it.
Pro tip: Photograph the receipt before you drive off. A receipt in a pocket becomes a receipt in the wash.