👥 For: Managers and Field Workers | Tax Checkpoint: Categorized expenses auto-feed Tax Planning
Where to log expenses #
Expenses can be logged in two places:
- On a specific job — open the job, go to the Expenses tab, and tap +. These expenses are linked directly to the job and can be marked billable to the client
- Standalone (not tied to a job) — open Expense Tracker from the home screen and tap +. Use this for overhead costs, subscriptions, and business expenses that don’t belong to a specific job
Field workers log expenses through the Expenses & Mileage section in Field Mode — same form, same categories.
Log an expense #
The expense form — titled Add Expense — has seven sections. Work through each one:
What was this? #
Enter a description — this is the required field that identifies what the expense was for. Then choose a Category from the full list of 28 expense categories, from Materials and Fuel to Professional Fees and Subscriptions. Each category has an icon for quick recognition. A Sub-category picker appears once a category is selected for finer tagging.
If the purchase is a piece of equipment, tool, or computer that will be used over multiple years, toggle on Capital Asset (Depreciable). The description clarifies: “Depreciable items used over multiple years — equipment, tools, computers, one-time software purchases. Not subscriptions or supplies.” Capital assets are tracked separately for depreciation.
Amount #
Enter the expense amount and any tax amount separately. Choose the Payment Method from the picker — cash, card, check, and others.
Vendor & Reference #
Enter the vendor name. If you want PriceRight Pro to remember it for future expenses, tap Save to Vendors when prompted. Add a reference number — invoice number, receipt number, or check number — in the “Reference # (invoice / receipt / check)” field. For capital assets, a Serial Number field also appears.
Date & Notes #
Set the expense date and add a note for your CPA — anything that clarifies the business purpose of the expense for tax documentation.
Billable and reimbursable #
In the Estimate section: toggle on Billable to Client to add this expense as a billable line item to the job’s estimate — “This expense will appear as a billable line in the estimate.” Toggle on Reimbursable if it will be reimbursed separately.
Recurring subscriptions #
In the Recurring section, toggle on Recurring Expense for subscriptions and repeating costs. Set the frequency and next billing date. The Active toggle controls whether the subscription continues auto-logging — toggle it off to pause without deleting the record. When paused, the note reads: “Subscription is paused. Turn Active back on to resume auto-logging.”
Receipt Photos #
Attach receipt images in the Receipt Photos section. Options: Add Receipt Photo from your library, Add from Files, Take Photo, or Scan Receipt (AI) — which uses the camera and PriceRight AI to auto-fill the vendor, date, amount, and category. A barcode scanner icon is also available for scanning product barcodes. Multiple images can be attached for multi-page receipts.
Tap Save when done.
Expense Analytics dashboard #
Open Expense Analytics from the expense management area (Standard plan). The dashboard shows four charts: Spend by Category (bar chart of your top spending categories), By Job (horizontal bar comparing expense totals across jobs), Sub-Category Breakdown (donut chart), and Year-to-Date (pie chart with total). Tap the share icon in the toolbar to export your full expense data as a CSV — useful for your accountant or bookkeeper.
Tax Planning connection #
All categorized expenses flow into your Tax Planning module automatically. The category you choose determines which tax line the expense appears on. Capital assets are flagged separately for depreciation tracking. You don’t need to re-enter anything at tax time — the data is already organized.
