How to record an expense and scan a receipt

Topic

Expenses are your direct and outside costs — subcontractors, hardware-store runs, materials. You can drop a receipt photo and have WorkshopMax read it for you, link it to a job to on-bill it, and keep the image as your audit trail.

Instructions

1. 1
   Go to Expenses (or the Expenses card on a job).

   The entry form sits at the top; the searchable, paged list of past expenses is below.

2. 2
   Drag a receipt photo onto the orange dashed box (or click to upload).

   WorkshopMax scans it and fills the supplier, branch, invoice number, GST and total. If it can't confirm the total, the Cost field is highlighted amber — check it before saving.

3. 3
   Pick the supplier, or add one with New.

   Choose from your suppliers, or add a new one on the spot. The branch (e.g. 'Westgate') is captured separately, and the receipt's invoice number goes in the Invoice / ref field.

4. 4
   Link it to a job if it should be billed on.

   On a cost-plus (time & materials) job the markup defaults to 20% and the cost is on-billed to the client's invoice. A general or fixed-price expense carries no markup.

5. 5
   Add and review.

   The saved expense shows a paperclip link to its receipt; the list can be searched and pages through as it grows.

Additional Information