Match travel and receipts to the right job
When a job closes, tie its receipts and travel to the job, flag missing receipts, and draft billable costs.
Finance · Home services · When something happens · Updated
Works with
- Slack
- Ramp
- QuickBooks
- Xero
Slack
Ramp
QuickBooks
XeroHow do you match travel and receipts to the right job?
To match travel and receipts to the right job, set up a trigger on closed jobs. Maito pulls expenses from Ramp, matches them to the job in Jobber, applies the contract's billing rules, flags missing or duplicate receipts, and drafts the billable total for QuickBooks or Xero.
How it's done today
Expenses are missed or charged to the wrong job.
What Maito does
- Match submitted expenses to the job
- Apply the contract's billing rules
- Flag missing receipts
- Draft billable costs for approval
Example
Loop run: Job 2330 closed
Job 2330, Initech, closed. Expenses matched: • Receipt, Pine Lumber, $64.90, matched • Receipt, Quick Fasteners, $38.20, matched • Mileage, 34 miles at $0.67: $22.78 • Parking, $9.00: no receipt Billable under the Initech contract: materials at cost plus 15% ($118.67), mileage $22.78. Parking over $10 needs a receipt, so it isn't billed. Total draft: $212.40 including the $71 trip charge. Catch: the Quick Fasteners receipt was already submitted for job 2328 on Oct 14. This looks like a double submission. I didn't bill it twice. Source: expense tool entries and the Initech contract terms on the job.
@Maito right, it's 2328's. Drop it from 2330 and redo the total.
Revised total $174.20 for job 2330. The draft in the accounting software is updated. I'll ask Dee for the parking receipt.
Maito (5:02 PM):
Job 2330, Initech, closed. Expenses matched:
• Receipt, Pine Lumber, $64.90, matched
• Receipt, Quick Fasteners, $38.20, matched
• Mileage, 34 miles at $0.67: $22.78
• Parking, $9.00: no receipt
Billable under the Initech contract: materials at cost plus 15% ($118.67), mileage $22.78. Parking over $10 needs a receipt, so it isn't billed.
Total draft: $212.40 including the $71 trip charge.
Catch: the Quick Fasteners receipt was already submitted for job 2328 on Oct 14. This looks like a double submission. I didn't bill it twice.
Source: expense tool entries and the Initech contract terms on the job.
Omar (5:10 PM):
right, it's 2328's. Drop it from 2330 and redo the total.
Maito (5:10 PM):
Revised total $174.20 for job 2330. The draft in the accounting software is updated. I'll ask Dee for the parking receipt.
How to set it up
- Ask your agent
“When a job is closed, match its expenses from our expense tool to the job, apply the contract's billing rules, and post what's billable and any missing receipts in #billing.”
- Connect expense tool
- Ramp
- Connect field service software
- Jobber
- Connect accounting software
- QuickBooks
- Xero
Not connected yet? Your agent sends you a link to sign in.
What it won't do
It applies the contract rules it can read. Terms agreed by phone or not written down are unknown to it.
Questions
No. It posts a draft total and flags problems. You approve before anything is billed.
Yes. It flags a receipt already used on another job.
Ramp, Jobber and QuickBooks or Xero.
