Transactions & Expenses
Tracking Business Expenses
The Transactions section helps you track business expenses so you have a clear picture of where your money goes. Record purchases for materials, equipment, fuel, and other costs.
- Open the sidebar and click Transactions under Accounting.
- Click New transaction.
- Enter the vendor name, amount, date, and a description of the expense.
- Optionally assign a category (e.g., materials, fuel, equipment, subcontractor).
- Click Save to record the transaction.
Tip: Record expenses as they happen to keep your books accurate. Waiting until the end of the month makes it easy to miss transactions.
Uploading Receipts with AI Parsing
Speed up expense entry by uploading a photo or scan of your receipt. ServeHub uses AI to automatically extract key details.
- When creating a new transaction, click Upload receipt.
- Select a photo or PDF of the receipt from your device.
- ServeHub's AI will parse the receipt and auto-fill the vendor name, total amount, and date.
- Review the extracted details and make any corrections if needed.
- Save the transaction. The receipt image is stored and attached for your records.
Supported formats: JPG, PNG, and PDF files are accepted. For best results, make sure the receipt is well-lit and the text is legible.
Stored receipts: All uploaded receipts are saved with the transaction so you have a digital copy for bookkeeping and tax purposes.
Linking Expenses to Jobs
Link transactions to specific jobs to track per-job profitability. When you associate an expense with a job, it appears in that job's cost breakdown.
- Open a transaction or create a new one.
- In the Job field, search for and select the relevant job.
- Save the transaction. The expense amount now appears under that job's costs.
Job profitability: By linking expenses to jobs, you can compare the total costs against what you invoiced to see your actual profit margin per job.
Unlinked expenses: Transactions that are not linked to a job are treated as general business overhead.
Approving Transactions
If your team members submit expenses, you can review and approve them before they are finalized in your books.
Pending review: Transactions submitted by team members start in a Pending state until a manager or owner approves them.
Approve or reject: Open the transaction, review the details and attached receipt, then click Approve or Reject.
Bulk actions: Use the checkboxes on the transactions list to approve or reject multiple expenses at once.
Tip: Set up a weekly routine to review and approve pending transactions. This keeps your expense records current and avoids a backlog at tax time.