In short
Take a photo of the receipt in the mobile app: the AI reads the amount, supplier and VAT. Check the details, then save your expense report.
In brief
In the mobile app, tap the quick create button, then "Expenses", and photograph the receipt. "Analyze receipt" pre-fills the amount, supplier, category and VAT. Check the details, then tap "Save". Below the limit granted by the business owner, the report is approved automatically; above it, the owner validates it. Expense reports are included from the Artisan plan onwards.
Create the expense report from your phone
- Tap the central quick create button, then "Expenses".
- Tap "Photo of receipt" to photograph the receipt, or choose "or from gallery".
- Tap "Analyze receipt". The fields are filled in with what the AI has read.
- Check the amount, the supplier and the VAT rate. Choose the category: Fuel, Materials, Tools, Meals, Travel or Other.
- Link the expense to a "Job site" if it relates to one, and complete the description (for example "Diesel fill-up for the truck").
- Tap "Save".
The "AI verified" badge indicates a reliable reading. The "To check" badge flags fields that you should check by hand before saving.
Automatic approval or validation by the business owner
- Below the limit granted by the business owner, the report goes straight to "Approved" status, without waiting for validation.
- Above that limit, it is sent to the business owner for validation. Before you save, a notice tells you whether this will be the case.
- The business owner is notified of every new expense report, including those approved automatically. They approve or reject pending reports from the Expense reports page on the web (the "Expense reports" menu entry, available whenever the plan includes expense reports), or from the report details on mobile.
- The possible statuses are "Pending", "Approved", "Rejected" and "Reimbursed".
- A report can no longer be edited once it is no longer "Pending".
Without a network connection
Without a connection, the report is kept on the phone ("Saved offline") and sent automatically when the network returns.
Going further
- Follow job site activity: see "Keep the job site log".
- Validate the team's hours at the same time: see "Validate the team's hours".
Frequently asked questions
Is receipt analysis mandatory?
No. You can enter the amount and category by hand. You then need at least a photo of the receipt or a description.
What happens if I save the same expense report twice?
Constrigo blocks an identical duplicate sent less than 2 minutes ago, with the message "Identical expense report already submitted less than 2 min ago."
How do I find out my limit?
It depends on the employee's permissions, managed by the business owner. The notice shown before saving reminds you of your limit. Below this limit, your reports are approved automatically.
Constrigo Team
Construction software & management experts. We break down regulations and best practices.