Time, expenses and availability

Who this is for: field workers.

What you will learn: how to record billable time, claim expenses and tell the office when you are available.

Record time

Use the job timer, not a note, for billable labour.

1. Open the job.
2. Tap Start timer when you begin.
3. Tap Stop timer when you finish.
4. Check the minutes before you submit.

If you forget to start the timer, tell the office. They can correct the time entry, but only with a reason.

Do not inflate time to cover a problem. Record the problem as a note or defect.

Claim expenses with a receipt

1. Open Expenses in the app and tap Add receipt.
2. Photograph the whole receipt (or attach a photo/PDF). The app compresses it before upload, so poor signal is less of a problem.
3. Wait a moment while the receipt is read. You can leave the screen; the upload is safe and processing continues in the background.
4. Review the pre-filled form:
   • merchant and date
   • currency and total
   • VAT/tax and rate
   • category and line items
5. Fields marked AI came from the receipt. Amber fields have low confidence or are missing. Tap each amber field, check it against the image, and confirm it before you can submit.
6. Check that net + VAT = total. If the receipt does not add up, the app warns you and asks you to confirm the checksum.
7. Add notes if the office needs context, then tap Save and submit.
8. The office reviews it. You are notified when it is approved or rejected.
9. Approved claims are marked paid.

The receipt image stays attached to the claim. Only you and the office can see it, and it is served through a short-lived private link.

Tip: Photograph the receipt at the till. A crumpled receipt photographed a week later is often unreadable.

Low confidence and duplicates

• A field is highlighted when OCR is unsure. You must confirm it; nothing is submitted with unconfirmed low-confidence fields.
• If the same image or a very similar merchant/amount/date already exists, the app warns you before submission. Cancel the duplicate or add a note explaining why it is a separate claim.
• If OCR fails, the image is kept. Tap Try again, or enter the details manually.

Offline

You can capture a receipt without signal. The photo and corrected form are queued on the device and sync when you reconnect. Keep the app installed until the expense shows as synced. Do not sign out while work is queued.

Availability

Set your availability so dispatch does not send work you cannot take:

• Available
• Busy
• On a break
• Unavailable

Add a note when the reason matters, for example "van in service until 14:00".

Vehicles

If fleet is enabled:

1. Open your assigned vehicle.
2. Check the registration and odometer.
3. Report damage or a service warning immediately.
4. Do not use a vehicle marked off the road.

A clean end to the day

1. Submit every job you attended.
2. Stop any running timers.
3. Upload pending photos.
4. Submit any expense claims.
5. Set your availability for tomorrow.
6. Sync the app.

Check your understanding

1. What is the difference between billable and non-billable time?
2. What must you do before submitting a low-confidence OCR field?
3. What should you do if the app warns about a duplicate receipt?
4. Why set availability before the end of the day?

Related: Offline use and syncing · Troubleshooting · Install the PWA