Skip to main content

Expenses and receipt capture

Snap the receipt.
The costs file themselves.

Photograph a receipt on site and SiteSurvey reads it — every line item, quantity, price, VAT and total. The expense is filed against the project and the receipt image is stored in the project's Files tab, ready for the expense report.

Try it free →Book a demo

7-day free trial · full access · no card required

01 · Snap it where you buy itPhotograph the receipt at the counter, not four weeks later.
02 · Lines, not lump sumsEvery row is read separately with its quantity and cost.
03 · Filed with its evidenceThe expense lands on the project; the image lands in Files.
Adding an expense in SiteSurvey — photographing a receipt, the app reading it, the line items and total filling in, and the expense landing on the project

Read, checked, filed, reported

From a paper receipt to a costed project line.

A receipt in a pocket is a cost nobody can see until month end. Scanning it turns the paper into itemised figures attached to the job it belongs to — with the original image kept alongside as proof.

Capability 01

Line-item extraction

The scan reads each row on the receipt — description, quantity, unit price — plus the supplier, date, net, VAT and gross totals. A merchant receipt becomes a dozen costed lines, not one lump sum to break down later.

Capability 02

It checks the maths

Extracted values are shown for review first — and if the line items do not add up to the amount on the receipt, SiteSurvey flags the difference so a misread price is caught before the cost is recharged.

Capability 03

Filed against the project

Every expense is recorded on the project it belongs to, so spend sits next to the surveys, products and reports for the same job instead of in a separate finance silo.

Capability 04

Receipt image kept in Files

The original photograph is stored in the project's Files tab and stays linked to the expense it came from — the evidence sits with the figure for audits, client recharges and HMRC records.

Capability 05

Running project cost

Expenses roll into a project total built from real receipts, so the job's spend is visible while it is still running rather than after the invoice has gone out.

Capability 06

Expense reports on demand

Generate an expense report for any project — the itemised lines, the totals and the receipt images in one document, ready to invoice against, recharge or hand to the accountant.

One receipt, start to finish

Four taps from paper to project cost.

A real receipt from a real job, logged against the project on the phone. Nothing is typed in, and nothing waits until you are back at a desk.

Photographing a paper receipt with the SiteSurvey app

Step 01

Photograph the receipt

Open the project, add an expense and take the photo. That is the whole of your job on site.

SiteSurvey reading a receipt and filling in the description, amount and supplier automatically

Step 02

It reads it for you

The receipt is scanned and the description, amount and supplier fill themselves in — no keyboard.

The extracted receipt line items listed in SiteSurvey with individual prices and a total

Step 03

Every line, itemised

Each row on the receipt is pulled out with its own price — discounts included — and totalled.

The saved expense appearing against the project in SiteSurvey with a running project total

Step 04

Filed against the project

Save, and it lands on the project with the receipt image and a running total for the job.

Builders Merchant

VAT 442 8871 03

18mm OSB board ×671.40
Timber batten 2.4m ×1283.88
Fixings — 5.0×80 box24.95
Membrane roll 25m48.60
TOTAL£276.94
Snapped

Line items read

4 of 4
18mm OSB board×6£71.40
Timber batten 2.4m×12£83.88
Fixings 5.0×80×1£24.95
Membrane roll 25m×1£48.60
Net £230.78 · VAT £46.16£276.94

✓Filed to project · Riverside Phase 2

✓Receipt image saved to Files tab

Office and field, connected

No shoebox. No month-end archaeology.

The usual expense process is a pile of fading thermal paper and somebody trying to remember which site a £276 timber order was for. Capturing the receipt on the phone removes that entirely: the cost is itemised, attached to the right project and evidenced by the image, within seconds of the transaction.

✓Every line item costed, not one unexplained total

✓Receipt image stored in the project's Files tab as proof

✓Project expense report generated whenever you need it

Back in the office

Check the maths before you invoice.

Every expense opens in the web portal with its receipt image and the extracted lines side by side. If the line items do not add up to the amount on the receipt, SiteSurvey says so — here it flags that the lines total 73.95 against a receipt of 86.85, so somebody looks before the cost is recharged.

SiteSurvey · project expenses
An expense open in the SiteSurvey web portal showing the receipt image, the read-only extracted receipt lines with their prices and total, and a warning that the lines do not match the receipt amount

✓Receipt image and extracted lines reviewed side by side

✓Mismatches between the lines and the total are flagged for you

✓Project expense totals build as the job runs

See it on your next site

Stop rebuilding expenses at month end.

Try it free →Book a demo

Expenses FAQ

Questions, answered.

How do you record an expense in SiteSurvey?+

Take a photo of the receipt with the phone. SiteSurvey reads the receipt and pulls out the supplier, the date, each line item with its quantity and price, the VAT and the total. Check the values, choose the project, and save — the expense is recorded and the receipt image is stored in the project's Files tab.

Does it read individual line items or just the total?+

Individual line items. Each row on the receipt is extracted separately with its description, quantity and cost, alongside the net, VAT and gross totals. That means a merchant receipt with a dozen materials on it becomes a dozen costed lines against the project, not one lump sum you have to break down later.

Where does the receipt image go?+

The original photograph is saved into the project's Files tab, the same document store that holds project reports and uploads. The image stays linked to the expense it came from, so the evidence sits with the figure for audits, client recharges and HMRC records.

Can you correct what the scan reads?+

Yes. Extracted values are presented for review before anything is saved, and the expense can be reopened in the web portal with the receipt image and the extracted lines side by side. SiteSurvey also checks the maths for you: if the line items do not add up to the amount on the receipt it flags the difference, so a misread price is caught before the cost is recharged.

Can expenses be reported per project?+

Yes. Every expense is filed against a project, so the project carries a running cost total built from real receipts. Generate an expense report for any project to get the itemised list, the totals and the receipt images in one document.

Why capture expenses in the same app as the survey?+

Because the spend and the work belong to the same job. Capturing a receipt where the work happens means the cost is attached to the right project immediately, rather than surfacing weeks later in a shoebox of receipts that nobody can match to a site visit.