Job Expenses & Receipts
Logging what a job costs you — parts, materials, fuel, subs — turns revenue into real profit. Expenses live in the Expenses screen and can be linked to a job.
Adding an expense
- Go to Expenses in the sidebar
- Click New Expense
- Fill in the form
Expense Details
- Amount (required)
- Category — Materials, Tools & Equipment, Vehicle / Fuel, Insurance, Licensing & Permits, Office & Admin, Marketing, Subcontractor, or Other
- Date
- Vendor
Additional Details
- Receipt — upload an image or PDF of the receipt
- Link to Job — attach the expense to a specific job (optional)
- GL Allocation — split the expense across your accounting (GL) codes
Scanning a receipt
From the Expenses area you can scan a receipt to speed up entry — open the receipt scanner, capture the receipt, and review the extracted details before saving.
Linking to a job
Use Link to Job so the expense rolls into that job's costs. Leave it as No job for overhead expenses that aren't tied to one job.
Mileage
Automatic GPS mileage tracking is a feature of the HandyBook mobile app — see the AI & Tools help. The web app records expenses (including a Vehicle / Fuel category) but does not auto-track mileage.
FAQ
Can I attach a receipt photo? Yes — upload an image or PDF on the expense form.
What categories are available? Materials, Tools & Equipment, Vehicle / Fuel, Insurance, Licensing & Permits, Office & Admin, Marketing, Subcontractor, and Other.
Can I log an expense without a job? Yes — choose No job for overhead.
How do expenses feed accounting? Via the GL Allocation on the expense, which maps it to your GL codes for reporting.