Expenses & receipts

Log receipts from the field, categorize spend, and bill it back. Part of Pro.

Log an expense

Go to Financial → Expenses → Add Expense. Enter the vendor, date, amount, and category, then attach the receipt. Assign it to a project so it counts toward that job's actual cost.

Scan a receipt instead of typing it

Attach a photo or a PDF and GuildWright reads the vendor, date, total, and line items off it, then fills in the form. Check the total before saving, because faded thermal receipts are the hardest to read.

Snap receipts from the field

Take Photo opens a camera inside the app, so the crew can capture a receipt at the supply house without leaving GuildWright. Photos taken on an iPhone are converted automatically, so HEIC files just work.

Set up expense categories

Settings → Expense Categories is the list your crew picks from when logging a receipt. Keep it short and specific to how you actually buy.

Why each category has a cost bucket

The bucket decides where that spend lands on a project's Financials tab. Subcontractor rolls into the subcontractor line, while Materials, Labor, and Other roll into materials and costs. A category like Permits or Fuel still shows up in the job's actual spend.

Bill an expense back to the client

Billable to client is on by default. Any billable expense that has not been billed yet can be imported into an invoice for that project, and is marked billed once it is. The Expenses page totals your unbilled billable spend so nothing sits on a job forgotten.

Tag an expense with a cost code

A cost code gives you finer job costing and decides which QuickBooks item the expense maps to. Leaving it blank is safe: anything unmapped falls back to a generic service item on the QuickBooks side.

Didn't find your answer? Email support@guildwright.app.