Guide
A receipt routine that survives a busy workday
Make the useful action small: capture the receipt while you still remember the purchase, then review the details before it becomes a financial record.
Watch for
What to watch for.
- Thermal receipts fade before bookkeeping.
- A photo lacks a project reference.
- Duplicate photos become duplicate costs.
The routine
A practical routine.
Capture a readable original
Include the merchant, date, totals and relevant detail. Check the photo before leaving the purchase behind; a blurry image is harder to repair later.
Check before saving
Verify extracted fields against the original, especially decimal places and tax. Search for an existing record if the receipt may already have been submitted.
Assign it with context
Choose the actual project and retain a short note for ambiguous purchases. Use a consistent process for purchases shared across jobs.
Close the loop
Review unassigned purchases before project closeout. Keep original evidence and exports according to the business’s record-retention requirements.
Using this guide
Common questions
For anyone buying materials in the field. The same routine works with a simple filing system or a project-based receipt tool.
Is a photo enough?
It is source evidence, but a useful job-cost record also needs reviewed amounts and a clear project assignment.
Related
Keep the next part connected.
Start with your next job.
See how the project record fits your business, then choose a plan.