Automated job costing

Overview

Automated job costing converts supplier invoices into draft expenses. Fieldified extracts invoice details and matches the expense to a job using the purchase order number.

Every document remains under review until an administrator approves or discards it.

Automated job costing availability

Supplier-invoice uploads are available from the Fieldified web Expenses area.

Account owners and administrators can upload and approve supplier invoices.

Upload a supplier invoice

1. Open Expenses.
2. Select New expense.
3. Drag files into the upload area or open the file picker.
4. Add up to 25 documents in one upload.
5. Select Upload.

Processing continues in the background. Open Uploads to monitor progress.

For supported supplier-invoice PDFs, Fieldified extracts:

• Supplier name.
• Invoice number.
• Invoice date.
• Description.
• Amount.
• Purchase order number.
• Matching job.

Other uploaded file types are attached as receipts and can be completed through manual expense entry.

Review and approve draft expenses

1. Open Expenses.
2. Select Uploads.
3. Expand the upload.
4. Review each extracted invoice separately.
5. Confirm the date, description, amount, supplier, purchase order, and matched job.
6. Select Approve to create the expense or Discard to remove the draft.

Approved records move to the Expenses list. Discarded documents leave the review queue.

Documents can take several minutes to process. Placeholder rows and the processing banner show how many are still being scanned.

How the Uploads tab works

The Uploads tab contains every supplier invoice requiring review.

• A badge identifies documents waiting for action.
• Multi-invoice uploads expand into separate invoice records.
• The empty review state confirms when all documents are approved or discarded.

Understand expense and upload statuses

• Processing: The document is being scanned.
• Ready: Extraction is complete and awaiting review.
• Approved: An expense has been created.
• Discarded: The draft was removed without creating an expense.

When extraction fails, the upload row displays the error details for review.

Filter and sort your expenses

Filter expenses

Filter by:

• Date: Expense transaction date.
• Created: Date the Fieldified expense was created.
• Entered by: Team member who created or approved it.
• Status: Draft, approved, or another expense state.

Select a filter, choose the criteria, and apply it. Reopen the filter and clear it to remove the selection.

Use search for supplier names, invoice numbers, descriptions, or other expense details.

Sort expenses

Sort by:

• Expense date.
• Date created.

Select the same column again to reverse the direction.

Manually create an expense

To bypass document extraction:

1. Select New expense.
2. Choose Create expense manually.
3. Enter the expense details.
4. Attach the supplier invoice or receipt.
5. Save.

See Expenses for all expense fields and reimbursement workflows.