Submit an expense from the field app

Field crew can log fuel, materials or a site meal on the spot from the field app, with a photo of the receipt, so it isn’t lost and you’re paid back. Your office approves it before it counts. If there’s no signal, the phone keeps it and sends it when you’re back online.

Who can do this

Field users, for their own expenses. The phone only ever shows your own expenses — never anyone else’s.

1. Start a new expense — Open the Expenses tab and tap the add button: + at the top on iPhone, or Log expense at the bottom on Android. On Today, Log expense and Scan receipt do the same; Scan receipt opens straight into the camera.

2. Photograph the receipt — Under Receipt, tap Take a photo and fit the whole receipt inside the frame, or tap Choose a photo to pick one you already took. Retake replaces it.

3. Fill it in — Enter the Amount, choose a Category and a Job if it’s for one (Job shows while the Jobs & field module is on), set the Date, and say who paid under Paid by: Me — pay me back or Company. Add a Description.

4. Submit — Tap Submit. The note on the form reminds you: “Your office approves it before it’s paid back. No signal? It’s saved and sent later.”

You don’t choose which account paid — your office sets that when they approve it.

If your business uses the AI assistant, Read receipt fills in the amount, date and category from the photo. Check them before you submit. Reading needs a connection.

Labour for the day

To log a day’s labour instead, switch from Amount to Headcount × day rate. Add each trade with its Workers and Day rate; Total for the day adds them up. Job is required: labour is always for a job. See Enter a day of site labour.

See where your expenses stand

The Expenses tab lists Waiting to sync (saved on the phone, not sent yet) and Submitted by you, each with its category, date, job, amount and status: Submitted, Approved or Rejected. A rejected expense shows the reviewer’s reason in red under it. If the Approvals module is off, expenses show as Approved as soon as they reach the office.

Caution

A receipt photo over 10 MB can’t be sent. The phone says so — retake it closer, or choose a smaller one.

If you leave out the category or the amount, you see “Choose a category.” or “Enter an amount above zero.” under the field.

Tip

Tap an expense to see its details and, if it was rejected, the reason. The phone shows them read-only: to change, fix or delete an expense, sign in to Spine in a browser — see Fix and resubmit a rejected expense.