Tracking Expenses

Every business incurs costs: fuel, materials, tools, supplies, meals, permits. Rivvex lets you log these expenses, attach receipts, and link them to specific jobs so you know the true cost of every piece of work.

Creating an Expense

From the Desktop

1. Go to Expenses.
2. Click New Expense.
3. Fill in:
   • Description: What you spent money on (e.g., “Lumber for deck repair,” “Fuel for Truck #3”)
   • Amount: How much it cost
   • Job (optional): Link it to a specific job to track job costs accurately
4. Attach a receipt photo or file if you have one.
5. Save.

From the Mobile App

1. Tap the Expenses tab.
2. Tap New Expense.
3. Enter the amount and description.
4. Snap a photo of the receipt with your phone’s camera.
5. Optionally link it to a job.
6. Save.

When you log an expense from the mobile app, your GPS location is recorded automatically. This adds another layer of verification, since you can confirm the expense happened near the job site.

Linking Expenses to Jobs

When you link an expense to a job, it contributes to the job’s total cost. This is valuable for understanding profitability:

• Quote: $3,000 (what you charged the customer)
• Labor: $1,200 (from timesheet hours)
• Expenses: $800 (materials and supplies you logged)
• Profit: $1,000

Without linking expenses to jobs, you only see the revenue side. With expenses linked, you see the full picture.

Attaching Receipts

You can attach files to any expense, typically a photo of the paper receipt, but also PDFs, scanned documents, or digital receipts.

Tips for good receipt photos:

• Lay the receipt flat on a clean surface.
• Make sure the total, date, and vendor name are clearly visible.
• Take the photo in good lighting.
• 1 receipt per photo is clearest.

Attached files are stored with the expense record and can be viewed by anyone with access to expenses.

Searching and Filtering Expenses

The Expenses page lets you search and filter to find what you need:

• By date range: Show expenses from a specific period
• By employee: See what a specific person spent
• By job: See all expenses tied to a particular job
• By amount: Filter by cost range

This is useful for month-end reconciliation, reviewing team spending, and preparing reports.

QuickBooks Sync

If you have QuickBooks connected, expenses logged in Rivvex can sync to QuickBooks. This keeps your job cost tracking aligned between both systems and reduces manual data entry.

Tips

• Log expenses right away. The longer you wait, the more likely you’ll forget the details or lose the receipt.
• Always link to a job when possible. Even if the expense is small, linking it gives you accurate job cost data over time.
• Use the mobile app. It’s faster than logging expenses at a desk, and you get automatic location tracking and camera access for receipts.
• Review regularly. Have someone check expenses weekly to catch missing receipts, unlinked expenses, or duplicates before they pile up.