Crew Expense Tracking

Let crew members submit job expenses with receipt photos. Owners review and approve with full budget visibility.

Crew expense tracking lets your team log materials, fuel, permits, and other job costs directly from the field. Owners and admins review, approve, or reject expenses from the dashboard with full budget tracking per job.

Available on Starter plans and above.

Overview

Every job can accumulate expenses submitted by assigned crew members. The workflow is simple:

Crew member uploads a receipt photo or enters expense details manually
AI reads the receipt and extracts vendor, amount, date, and category
Owner or admin reviews and approves or rejects the expense
Approved expenses count toward the job budget and can be added to invoices

How It Works (Crew Side)

From the crew portal, crew members can submit expenses on any job they are assigned to.

Open the job from the portal
Tap Add Expense
Upload a receipt photo (camera or gallery) or enter details manually
Review the auto-filled fields (vendor, amount, date, category)
Add an optional description and submit

Crew members can view their own submitted expenses and see the current status (pending, approved, or rejected). If an expense is rejected, the review note from the owner explains why.

How It Works (Owner Side)

Owners and admins see all pending expenses on the dashboard.

Per-job view -- Open any job to see its expenses tab with totals and individual line items
Cross-job view -- The expenses dashboard shows all expenses across jobs with filters for status, category, crew member, date range, and search
Review -- Approve or reject each expense with an optional note
Budget tracking -- See approved totals vs. the job budget at a glance

AI Receipt Reading (Pro+)

AI receipt reading requires a Pro plan or above. Starter plan users can enter expense details manually.

When a crew member uploads a receipt photo, the AI receipt parser automatically extracts:

Vendor name (store or supplier)
Total amount
Date
Category (materials, fuel, tools, etc.)

The extraction includes a confidence score. Crew members can review and correct any fields before submitting. Manual entry is always available for receipts that are hard to read or for cash purchases with no receipt.

Budget Tracking

Each job can have a budget amount set by the owner. The expenses tab shows:

Approved total -- Sum of all approved expenses
Pending total -- Sum of expenses awaiting review
Budget remaining -- How much is left before hitting the job budget
By category -- Breakdown of approved spending by category (materials, fuel, tools, etc.)

This gives owners a clear picture of job costs before they become surprises on the invoice.

Category	Common Uses
Materials	Lumber, pipe, wire, drywall, paint
Tools	Drill bits, saw blades, hand tools
Equipment	Rental equipment, scaffolding
Fuel	Gas for trucks, generators
Permits	Building permits, inspection fees
Meals	Crew meals on long jobs
Disposal	Dumpster fees, waste removal
Rentals	Equipment or vehicle rentals
Other	Anything that does not fit the above

Adding Expenses to Invoices

Approved expenses can be added directly to an invoice as line items. From the job expenses tab, select an approved expense and choose Add to Invoice. The expense amount, vendor, and description are carried over as an invoice line item, saving you from re-entering the data.

CSV Export

Export your expenses to a CSV file from the expenses dashboard. The export includes date, job address, vendor, category, amount, crew member, status, and review notes. Use filters before exporting to narrow the results to a specific job, crew member, date range, or status.