Submit from the employee portal
Record the amount, category, payment method and description while the purchase is still fresh, then upload or photograph the receipt.
Money & purchasing
Capture contractor expenses while the receipt and job are still clear.
Employees can submit an expense with the date, amount, category, payment method, description and an optional project, then attach a receipt image or PDF. Managers review submissions in the HR workspace and can separate pending, approved and rejected claims. Project selection and receipt details are entered by the user.
Plan availability: Employee expense submissions: Professional & Business. Compare plans →
Why it matters
Give field purchases a consistent path back to the office
Connect the expense to a job
Choose an active project when the purchase belongs to specific work, or leave it as a general company expense when appropriate.
Create a manager review queue
Review pending claims, approve or reject submissions and export the selected expense records for further office review.
How to use expense tracking
- 01
Enter the amount and category.
- 02
Choose the relevant project and attach the receipt.
- 03
Submit the expense for a manager to review.
Worked example
What this looks like on a job
A crew member buys $86.40 of site protection materials. From the employee portal, they photograph the receipt, choose the supplies category, select the renovation project and add a short description. The office can then review the claim with the job context instead of trying to identify the purchase at month-end.
Illustrative workflow. Prices and scope are examples, not customer results.
A closer look
How expense tracking fits the contractor workflow
Record the details the office needs
A receipt by itself rarely explains which job paid for the purchase or why it was needed. The employee expense form collects the purchase date, amount, category, payment method and a short description alongside the receipt document.
The receipt can be uploaded as an image or PDF. Employees can also use a supported mobile device to photograph the receipt before it is misplaced.
- Purchase date and amount.
- Expense category and payment method.
- Optional project assignment.
- Description plus an image or PDF receipt.
Separate job costs from general purchases
Project selection is optional because not every expense belongs to one customer job. A box of fasteners purchased for a specific renovation can be connected to that project, while a general office purchase can remain unassigned.
The employee chooses the project and category, so managers should confirm both during review. Fuzed Flow does not infer the correct job from the receipt or automatically decide the accounting treatment.
Review claims before they become an office mystery
Expense submissions appear with other employee approvals in the HR workspace. Managers can filter the queue, inspect the supporting information and mark a claim approved or rejected.
Employees retain a focused view of their own expense claims and status. This creates a traceable review step without exposing the full company workspace to every field user.
Use the expense record in reporting
Approved and recorded expenses can be reviewed by date and category in reporting, and selected records can be exported to CSV. That helps prepare information for bookkeeping without presenting Fuzed Flow as the accounting system of record.
The current expense form does not separately capture recoverable sales tax. Tax credits, reimbursements and final ledger classification should be confirmed in your accounting process.
Questions about expense tracking
What can I do with expense tracking?
Employees can submit an expense with the date, amount, category, payment method, description and an optional project, then attach a receipt image or PDF. Managers review submissions in the HR workspace and can separate pending, approved and rejected claims. Project selection and receipt details are entered by the user.
Which plans include expense tracking?
Employee expense submissions: Professional & Business.
Can an employee photograph a receipt from a phone?
Yes. The employee portal accepts receipt images and PDF documents. On a supported mobile device, the employee can take or upload a receipt photo when submitting the claim.
Does every expense need to be connected to a project?
No. Project assignment is optional. Connect job-specific purchases to the relevant project and leave general company expenses unassigned when appropriate.
Can managers approve or reject expense claims?
Yes. Managers can review employee expense submissions in the HR workspace and mark them approved or rejected.
Does Fuzed Flow replace bookkeeping software?
No. Expense tracking organizes submissions, receipts, approvals and CSV exports. Your bookkeeping process remains responsible for ledger coding, tax treatment, reimbursements and formal financial records.
Connected contractor workflows
See the workflow with your own job.
Choose a plan or request a walkthrough with the Fuzed Flow team.