Expenses

How to

How do I record a site or office expense?

Expenses > Add expense: what it was for, category, amount, date, project, who was paid. It waits for approval, then counts in the project's real cost.

Where in the menu: Finance > Expenses
Who can open it: Company Admin, Project Manager, Accounts, Employee, Viewer
Plan: Every plan

On screen: Expenses

Open Expenses and press Add expense (or New > Expense).
Fill in what it was for, the category (travel, fuel, material, transport, food, tools, labour, site expense, miscellaneous), amount, date, the project and paid to.
Save. It is Submitted, waiting for approval.

Expenses can be added offline and are sent when the connection returns. Once approved they count in the project's costing and in reports.

How do I approve or reimburse an expense?

Company admins and accounts see Approve and Reject on submitted expenses, and Mark reimbursed once the person has been paid back. Expenses to approve also show in My work.

Where in the menu: Finance > Expenses
Who can open it: Company Admin, Project Manager, Accounts, Employee, Viewer
Plan: Every plan

On screen: Expenses

On Expenses, submitted expenses show Approve and Reject for company admins and accounts. After paying the person back, press Mark reimbursed.

Waiting approval, Approved and Reimbursed totals are at the top; tap a status chip to list them.
Where the money went groups approved spending the way project costing reads it.
Expenses to approve are listed in My work.

How do I turn a supplier bill or a WhatsApp voice note into a record?

In WhatsApp, press and hold the bill photo, PDF or voice note, tap Share and choose Inbecto. A bill becomes an expense with the photo kept; a voice note or message becomes a task or a lead. Check what was read and save.

Where in the menu: Finance > Expenses
Who can open it: Company Admin, Project Manager, Accounts, Employee, Viewer
Plan: Every plan

From WhatsApp or the gallery

Press and hold the bill photo, PDF or voice note.
Tap Share, then Inbecto. (Inbecto shows in the list once the app is installed on the phone.)
Inbecto reads it and fills a form in:

A bill: supplier, bill number, date, total, the kind of expense and its lines. Choose the project if it was for one, then Save the expense. The photo is kept with it.
A voice note or message: what was said, written out, and saved as A task (given to you) or A lead (name, phone, budget, follow-up date). Switch between them if the AI chose wrongly.

Check the figures against the bill before saving.

Share one thing at a time: with several files, only the first is read and Inbecto says how many were left out. Words sent with a photo or voice note (a caption) are added to What it was for or Details.

On a computer

Open the Shared to Inbecto page and choose the file, or paste a message.

The reading uses the day's AI allowance. When that is used up, a backup AI service reads it instead; only if that is busy too, or the AI is paused, does the form come up empty to fill in by hand. Hindi and Hinglish voice notes work.