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You can add expenses directly to a job, enhancing your ability to monitor costs effectively. With Zuper, you can easily upload receipt copies, specify if the expenses are reimbursable for your team, and accurately assign them to specific jobs.Ā 
  1. Navigate to theĀ Job DetailsĀ page of the relevant job.
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  1. Click on the Line Items section, where the Expenses tab is now located, and click + Add Expense.
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  1. You can choose one of the following methods to upload your expense receipt:
  • Upload your receipt & Pre-fill: Upload your receipt, and the Zuper AI tool will automatically extract and fill in the details such as Name, Category, Date, and Amount. This option is ideal for saving time and reducing manual errors.
  • Manually add Expense Details: Upload your receipt and enter the details yourself. This option gives you full control over the entered information, especially when the receipt format is incompatible with AI extraction.
  1. Once the receipt is uploaded, every expense item in Zuper will contain the following information.
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  • Name: The name of the expense.
  • Category: Select the expense category from a dropdown menu during manual entry, or if using the AI tool, the category will auto-fill based on the uploaded receipt. To know more, see Expense category.
  • Description: Provide additional context for the expense.
  • Expense Date: The date when the expense occurred.
  • Amount: The amount of the expense. Note: The system will not allow the expense amount above the capping limits to be entered.
  • Reimburse To: Specify if the expense needs to be reimbursed to a user. Note that the availability of theĀ Reimburse ToĀ field is based on the settings defined in the selectedĀ expense category. If the chosen category is marked as non-reimbursable, this field will not appear.
  1. ClickĀ SaveĀ to add the expense.
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Functions on the Add Expense page

  • Replace Image: Use this option to update the uploaded receipt image.
  • Auto-fill Info: Use this option to extract details from the receipt to populate the expense fields.
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Editing an Expense

  1. On theĀ Job DetailsĀ page, click the Line Items section, locate the relevant expense, and click the Context menu (three dots).
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  1. SelectĀ Edit.
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  1. Make the necessary changes to any of the fields or receipts.
Note:Ā If youā€™re logged in with Admin access or your role permits, you can also update expense policies, such asĀ BillableĀ andĀ Reimbursable, directly on theĀ Update ExpenseĀ page. If you are experiencing issues updating the expense policies, please reach out to us atĀ support@zuper.co.
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  1. Click Update to save the changes.
Important:Ā Changes made to theĀ BillableĀ orĀ ReimbursableĀ fields will only apply to the specific job and will not affect the settings in the master expense category.