Employees add expenses from the phone app. Each waits for approval. People who can approve have their own approved at once.

Approvals: Finance & Reports → Expenses, or Field work → Expenses. You need the right to approve expenses.

An expense has an amount, a category, and optionally a vendor, a note, the date spent, a job and a receipt photo. Categories are:

Materials, Fuel, Equipment & repairs, Dump / disposal, Subcontractor, Supplies, Meals, Other.

The phone app can add an expense offline. A retry is saved only once. Editing an existing expense needs a connection. An employee can edit or delete their own pending or rejected expense.

1. Open Expenses. The title shows Expenses waiting for your OK with a count and total.
2. Each card shows amount, category, who entered it, the date, vendor, job, customer and note, with View receipt if one is attached.
3. Tap ✅ Approve or ✖️ Reject.
4. If you reject, you must say why (at least a few characters). The person sees it.
5. The person is notified of the decision.

If everything is handled, the screen says “Nothing is waiting for your OK.”

• Only 50 show at a time. Approve some to see the rest.
• A person who can approve is notified when someone else adds an expense to approve.
• If you use the QuickBooks connection, a setting can send approved expenses (only those approved after you turn it on).

• “Say why it is rejected.” Type a longer reason.
• A card is missing. Someone else may have already approved it.
• No receipt. The card says “No receipt attached.” Ask the person to add one.

• Job profit: estimated vs actual by job and project
• Supplier bills: enter, approve and record payments
• Purchase orders: order, send, receive and close