Expenses in the Fieldified App

Overview

Expense tracking records the costs your team incurs while completing work. From the Fieldified App, you can capture the expense, attach a receipt, choose whether a team member should be reimbursed, and link the cost to a job.

Linking expenses to jobs improves job-cost visibility and keeps supporting documents with the financial record.

Create an expense

1. Tap quick create in the lower-right corner.
2. Select Expense.
3. Complete the expense details.
4. Attach the receipt or supporting file.
5. Tap Save.
6. Review the saved summary.

Expense details

Enter:

• Expense Title: A recognizable name for the purchase
• Description: What was purchased and why
• Date: When the cost was incurred
• Total: The full expense amount
• Reimburse To: The team member who should be reimbursed, or Not Reimbursable
• Accounting Code: The category used for accounting and reporting
• Linked Job: The job that incurred the cost

Accounting codes are configured in the Fieldified web app. Users with job access can select the relevant job, and the expense then appears in that job’s cost information.

Attach a receipt

Tap Attach Receipt to take a photo or select a file from the device.

Supported files include:

• CSV
• DOC and DOCX
• PDF
• TXT
• PPT and PPTX
• MP4
• AAC, MP3, and WAV audio
• Common image formats captured by the device

Make sure the receipt clearly shows the vendor, date, total, and relevant line items before saving.

View and manage expenses

Open Expenses in the Fieldified web app to review the organization’s expense list.

Filter expenses by:

• Reimbursable or non-reimbursable status
• Team member
• Date
• Accounting code
• Linked job

Open an expense to review its details, receipt, reimbursement assignment, and job association. Use the edit action to correct the expense or replace its supporting information.

Export the expense report when the finance or payroll team needs a complete record for reconciliation, reimbursement, or accounting.