Expenses & Receipts
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      Create a Receipt from an Image

      Log project receipts with ConstructionOnline's OnCost™ Purchasing tool

      BACKGROUND

      Maintaining a clear record of project expenses not only ensures accurate job costing but guarantees coverage in case of future audits or financial reviews. With ConstructionOnline™, construction companies are provided with cutting-edge tools teams can use to efficiently document project receipts. While Company Users do have the ability to create receipts from scratch, attaching images with receipt details enhances documentation and ensures a more comprehensive record of expenses. 

      This article contains the following sections: 

      1. Step-by-step instructions
      2. Video walkthrough
      3. Next actions
      4. Additional information

      STEPS TO CREATE A RECEIPT FROM AN IMAGE 

      1. Navigate to the desired Project via the Left Sidebar. 
      2. Select the Financials tab and choose the Purchasing category. 
      3. Click the Expenses & Receipts tab, and then click the green (+) Create New... button at the top of the Purchasing pane and select the "Receipt from Image" option from the dropdown menu.
      4. This will open the "Upload File(s)" window where you can choose how you would like to upload an image of your Receipt:
        1. Upload from Your Computer: Upload files from your current device.
        2. Upload from ConstructionOnline: Select files from any ConstructionOnline Project File, Opportunity File, Company File, or My File location.
        3. Upload from Your Cloud File Storage: Choose files or folders from your cloud storage to upload into ConstructionOnline.
          1. If you have integrated your preferred cloud storage with ConstructionOnline, the available files will appear within the respective cloud storage option.
          2. If you have not integrated your preferred cloud storage to ConstructionOnline, select the hyperlinked "Click here" text within your preferred cloud storage option to allow ConstructionOnline to access your cloud storage contents. ConstructionOnline supports Cloud File Integration with: 
              1. Google Drive
              2. OneDrive
              3. Dropbox 
              4. Box 
          3. ConstructionOnline also supports an integration with Google Maps, allowing you to search for a location via the Google Maps Scanner and create an image file of the map or satellite view. 
        4. Click and Drag File(s): Drag & drop files into the window for upload.
      5. If the ☑️ Close when upload is complete option is selected in the bottom left hand corner of the screen, the Upload File(s) window will close upon successful upload of the file(s) and the "Create New Receipt" extension blade will open on the right side of your screen.
        1. The ☑️ Close when upload is complete option is selected by default. 
        2. If this option has been deselected, the Upload File(s) window will show an "Upload Complete!" message upon successful upload of the file(s). Click the "Close" button to exit the Upload File(s) window. You may have to click and drag the window in order to access the "Close" button as the "Create New Receipt" extension blade will open automatically.
      6. From the "Create New Receipt" extension blade open on the right side of your screen, continue filling out your Receipt's details - 
        1. Project: Link the Receipt to a specific ConstructionOnline Project
          1. If creating a Receipt within a Project, the current Project will be assigned by default and cannot be changed. 
        2. Title: Give the Receipt a brief title or description that summarizes the purpose or key details of the transaction, or keep the image name as the title (which is populated by default)
          1. This field is required.
        3. Receipt Image: The image uploaded in Step 4 will appear here by default
          1. If you would like to upload a new image, click the red "Delete Image" text and upload a new file image. 
        4. Total: Enter the total amount of the transaction one of two ways 
          1. Itemize Receipt: Toggled on by default, the "Itemize Receipt" option allows you to enter multiple line items within a single Receipt for greater transparency and detailed record-keeping 
            1. Receipt line items can be entered by clicking into the Name, Quantity, Unit Cost, Total, and Tax % cells. 
          2. Lump-Sum Receipt: By toggling the "Itemize Receipt" option "OFF", you enable the "Total" field which allows you to provide a single total for the entire transaction without individual line items 
            1. Please note this option is only available when the "Itemize Receipt" option is toggled "OFF".
        5. Sub/Vendor: Specify the subcontractor or vendor involved in the transaction, if applicable 
          1. Contacts that populate here are pulled from your ConstructionOnline Company Contact List. New Contacts must be added through the Company Contacts page and cannot be added when creating a Receipt.
          2. Only one Contact can be assigned to this field.
        6. Status: Indicate the current state of the Receipt (i.e. New, Pending, Complete, etc.)
          1. This field can be customized. 
        7. Notes: Add any additional information or comments related to the transaction such as payment terms, reference numbers, or special instructions
        8. Tags: Assign any predefined keywords or labels to the Receipt 
          1. This field can be customized. 
        9. Trade: Specify the Trade or specialty involved in the Receipt (i.e. Mechanical, Electrical, Plumbing, etc.)
          1. This field can be customized. 
      7. Once you have finalized the details of the Receipt, click the blue "Save" button.

      VIDEO WALKTHROUGH 

      NEXT ACTIONS 

      Activated upon the creation of your Receipt, ConstructionOnline's Purchasing Timeline provides a visual & actionable guide for the next steps you and your team should take in the Purchasing process. While ConstructionOnline's Purchasing module was designed with flexibility in mind, the Purchasing Timeline can help you and your team stay organized by highlighting the crucial stages that follow after Receipt creation, such as creating a new Bill or Payment from the Receipt. To learn more about utilizing the Purchasing Timeline, visit this article. 

      ADDITIONAL INFORMATION

      • Subscription Level: ConstructionOnline's Purchasing module is available for companies with current ConstructionOnline subscriptions at the Team, Business, and Enterprise levels.
      • Permissions: ConstructionOnline Company Users must have "Can Create & Edit" or "Can Create, Edit & Delete" Expenses & Receipts permissions in order to log new Receipts.
        • Expenses & Receipts permissions are set and managed at the Company level. For more information on editing Company-Level permissions, visit this FAQ.
      • ClientLink™/TeamLink™ Access: ClientLink and TeamLink Users do not have access to the Purchasing feature via the Project Portal.
      • CO™ Mobile App: The Purchasing feature is exclusively available via browser access to ConstructionOnline. 
        • The Purchasing feature cannot be accessed through the CO Mobile App.

      HAVE MORE QUESTIONS? 

      • If you need additional assistance, chat with a Specialist by clicking the orange Chat icon located in the bottom left corner or visit the UDA Support Page for additional options.