Tracking Job Expenses

What Counts as an Expense?

Expenses in CrewBrix are costs incurred by your business that are associated with a job or general operations:

• Parts or supplies purchased at a hardware store for a specific job.
• Fuel for a job-specific trip (beyond regular commute).
• Subcontractor or helper fees.
• Equipment rental.
• Permit fees.
• Disposal or dump fees.

Unlike materials (which are pre-catalogued and added from inventory), expenses are typically ad-hoc purchases made in the field.

Adding an Expense

1. Tap Billing → Expenses (or open a job → Expenses tab).
2. Tap + Add Expense.
3. Fill in:

• Description — what was purchased.
• Amount — the total cost.
• Category — Parts, Fuel, Labor (subcontractor), Equipment, Other.
• Date — when the expense occurred.
• Receipt photo — tap the camera icon to photograph the receipt (strongly recommended for bookkeeping).
• Linked job — associate the expense with a specific job for profitability tracking.
• Billable — toggle on if you want to charge this back to the customer.

1. Tap Save.

Billable vs. Non-Billable Expenses

Billable expenses are added to the job's invoice as a line item and charged to the customer. Use this for parts purchased specifically for the customer's job that aren't in your catalog.

Non-billable expenses are internal costs that you absorb. They're tracked for job costing and tax purposes but don't appear on customer invoices.

Approving Expenses (Field Purchase Requests)

For businesses where technicians need approval before spending money:

1. Enable Purchase Approval in Settings → Expenses → Approval Rules.
2. Set a threshold (e.g. approve required for purchases over $50).
3. When a technician adds an expense over the threshold, it appears as Pending Approval in Mission Control → Approvals.
4. The manager approves or declines with a note.

Expense Reports

Go to Billing → Expenses → Reports to generate a summary by:

• Date range.
• Category.
• Technician.
• Job or customer.
• Billable vs. non-billable.

Export to CSV or PDF for your accountant or payroll processor. Expense data also feeds into the job profitability view (see Tracking Materials and Job Costs).

Connecting to QuickBooks

When QuickBooks is connected, expenses sync automatically as Bills or Expenses in your QuickBooks chart of accounts. See Setting Up QuickBooks Integration for setup instructions.