Recording job expenses and receipts

The filter receipt turns up after the PM is done, folded in a tech's pocket or sitting in an email from the supplier. Job costing can't count money nobody wrote down, which is why every job page has an Expenses section for what the job cost beyond hours: filters, parts, a rental, a subcontractor. Admins and managers see it, and techs don't.

Adding an expense

Open the job and press Add expense. What for, Receipt date and Total paid are required, and the date can't be after today. Supplier, Receipt or PO no. and a Note are there when you have them, and Paid by takes anyone on the list, or Not recorded.

Add receipt takes a photo or a PDF. BoltWright reads it and fills in the fields you haven't typed in yet: Supplier, What for, Receipt date, Total paid, the GST or HST included, and the Receipt or PO no. Anything you'd already entered stays as you typed it. Nothing is saved until you press Save expense, because a reading can get a date or a total wrong and you're the one holding the paper, so check what it filled before you save. If the file doesn't look like a receipt, the form says so and leaves the fields for you, and the same goes for a reading that couldn't be done at all.

Once saved, the row shows the supplier and what it was for, the date, the receipt number, who paid, and a thumbnail of the receipt. The amount on the right is what job costing counts, with what was actually paid under it, and the ⋯ menu holds Edit… and Remove. An expense can go on any job, finished and cancelled ones included, because receipts arrive after the work.

Why the GST or HST comes off

A shop that charges GST or HST gets back the GST or HST it pays on supplies, so that part of a receipt was never really a cost. Job costing counts total paid minus the GST or HST, and since revenue is counted before tax as well, the two sides of the profit number are measured the same way. That's why a row can show $100.00 with "$105.00 paid" under it.

The GST included or HST included field only appears for a shop that charges GST or HST. PST, QST and US sales tax don't come back to you, so they stay in the total and in the cost.

Receipts a tech photographed on the visit

When a tech photographs a supplier receipt on a visit with the usual camera, the expense arrives on the job by itself, flagged Check, with a line like "From Sam's photo on Oct 13" so you know where it came from. It counts toward cost right away rather than waiting for someone in the office to notice it. Paid by is filled with the tech only when their note says they paid with their own card; otherwise it's left for you to set.

Confirm… opens Check expense with the reading filled in. Fix whatever it got wrong, press Confirm, and the flag clears. If you remove one instead, it stays removed and the same photo won't come back as a new expense. A receipt whose total can't be read records nothing at all, so the photo just sits on the visit for you to add by hand with Add expense. On an unusually busy day a receipt may wait until the next day to arrive.

The receipt photo stays with the visit's photos, but it never prints on the customer's report, so what you paid the supplier stays in the office. The AI that drafts reports and quotes doesn't look at it either, so a supplier's prices can't slip into the wording. That goes for a receipt whose total couldn't be read too, and for any photo an expense keeps as its receipt. It isn't among the report's photos when you review it either, so there's nothing to take off. A receipt still waiting to be read on a busy day can show there until it's read, so look over the photos before you send a report that day.

Expenses from Jobber

Expenses tagged From Jobber came over from the old system. They can't be changed or removed here, so if one is wrong, change it in Jobber. Their total is whatever Jobber recorded, with no GST or HST split out.

What job costing says when something is missing

A job from after your switch with nothing in Expenses says "No expenses recorded on this job yet, so parts and filters bought for it aren't counted." Selling prices never stand in for what you paid. Receipts waiting for review are counted, and job costing says how many still wait, like "1 expense from a receipt waits for review." The Profit page counts them too and treats its profit as provisional until they're confirmed.

Asking Bolt

You can tell Bolt "log a $109 Camfil receipt on job 4120". It needs the job, what the money was for, the receipt date and the total paid, and for a shop that charges GST or HST, the GST or HST printed on the receipt. Bolt can also confirm a checked expense once you've looked at it, or remove a duplicate, and it tells you what it recorded or what went. Receipt photos and PDFs are added on the job page, not through Bolt.

Updated October 13, 2026.