Site expenses & receipts
from the Yes Foreman platform
Crew snaps a receipt from the job; it lands on the right project. Approved spend rolls straight into your actuals.
Site expenses & receipts in Foreman: how it works
Receipts from the hardware store usually end up in the ute's door pocket, and the cost never finds its way back to the job. Foreman gives every project an expense ledger that the field and the office both feed, so spend is recorded against the right job the day it happens.
Step 1
Log it against the project
Anyone on the job submits an expense with the amount, category, date and who spent it, straight onto the project rather than into a shared pile.
Step 2
Approve or reject
A badge shows how many expenses are waiting. Approved expenses count toward the project's actual spend; rejected ones don't touch the numbers.
Step 3
Send it to the books
When Xero is connected, approving an expense can push the bill to Xero, so the same cost isn't keyed in twice.
Step 4
Keep the trail
The project's Activity tab records budget and expense changes, so you can see who added or approved what when a figure is questioned later.
Site expenses & receipts: common questions
Do unapproved expenses change the project margin?
No. Only approved expenses count toward actual spend, so a mistaken or duplicate claim doesn't distort the numbers while it waits for review.
Can crew claim back money they spent themselves?
Yes. Staff can submit reimbursement claims from the mobile app's profile area, separately from project expenses.
Does this work for jobs that aren't projects?
The expense ledger belongs to projects. Day jobs keep their materials and charges on the job itself; convert a job to a project when it needs a budget.
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