A fuel slip can disappear between a truck and the office. A materials invoice may arrive by email after the job is finished. Give each purchase a source and a short job note while the work is fresh, then review the list before your bookkeeper needs it.
At the job site
- Fuel and small purchases: photograph the full slip before it fades. Add the vehicle, job or trip purpose in your own note if the slip does not explain it.
- Materials: keep the supplier invoice or emailed PDF with the purchase. Note the job it served and flag items returned later so a credit is not mistaken for a second expense.
- Crew purchases: agree who submits each receipt. If two people photograph the same slip, mark the duplicate rather than leaving two apparent charges in the handoff.
A weekly closeout before month end
Compare the new documents with card and bank activity. Ask the supplier for copies of missing slips, group open questions by job and let the reviewer confirm dates, amounts and currency from each original. Decide with your bookkeeper what job information belongs in the export; a job note is context, not an automatic project-cost allocation.
A materials example
A fictitious electrical contractor buys $142.10 of fittings from Atlas Hardware for a service call. The receipt is photographed on site, but a later return produces a separate credit note. The owner keeps both documents, adds the service-call note and flags the credit for review. They do not silently subtract it from the first receipt or claim that either entry was posted to an accounting system.
Where Paflio fits
Paflio’s browser workflow lets an authorized person add a phone photo or supplier PDF, inspect extracted details beside the source in Review and find reviewed expense records in the Ledger. A CSV or authorized source handoff can help prepare records for a bookkeeper. Source availability, permissions and any export limits still apply; Paflio does not replace the contractor’s job-costing or accounting system.
Product demo · Example data
Use the weekly and month-end receipt guide to check missing documents and prepare questions for your bookkeeper. For mixed purchases and CAD record review, see the Canadian small-business receipt routine.
When a professional needs access to more than one invited client, read the bookkeeper handoff and permission overview.
See the full Paflio receipt workflow, or review current Web pricing and access before choosing a plan. The destination states the available offer and purchase controls.
Examples here are organizing suggestions. They do not establish a tax deduction, automated accounting integration, measured time saving or customer result.