Expenses

Overview

Jeero makes it easy to track every dollar spent in the field. Crew members and crew leads can submit expenses directly from their mobile device – whether the expense is tied to a specific job or is a general business cost like fuel or office supplies.

Types of Expenses

Job Expenses

Job expenses are linked to a specific job. Crew members submit them from the job screen by tapping Add Expense. The expense is automatically associated with the job, so managers always know which job the cost belongs to.

General Expenses

General expenses are not tied to any specific job. These cover business costs like fuel for the truck, office supplies, or a team lunch. Crew members and crew leads can submit general expenses from the Expenses section in the employee dashboard.

Recording an Expense

Each expense includes the following fields:

Amount – the amount of the expense, in your company’s currency.
Description – a short note explaining the purchase (e.g., “Replacement sprinkler heads”).
Category – classify the expense: fuel, materials, tools, meals, lodging, or other.
Notes – optional additional detail beyond the short description.
Receipt – snap a photo of the receipt right from your phone, or attach an image or PDF.
Billable – toggle on if the cost should be passed to the client.
Reimbursable – toggle on if the team member paid out of pocket.

The expense date is captured automatically when the expense is submitted.

Tip: Encourage crew members to submit expenses immediately after purchase so details are fresh and receipts do not get lost.

Billable and Reimbursable Expenses

Expenses can be marked in two important ways:

Billable – the cost should be passed on to the client. Only expenses linked to a job can be billable. When you generate an invoice for that job, billable expenses are added as line items automatically. (See “Syncing Expenses to Invoices” below.)
Reimbursable – the team member paid out of pocket and should be paid back. Reimbursable expenses are flagged for your payroll or reimbursement workflow, and you can mark them as reimbursed once payment is made.

An expense can be both billable and reimbursable – for example, when a crew member buys materials that should appear on the client’s invoice and also need to be reimbursed to them.

Approving Expenses

Owners and managers can approve submitted expenses from the management dashboard. Approving is a quick toggle that confirms an expense has been reviewed. Once an expense is approved, the team member who submitted it can no longer edit or delete it, so the record stays locked. You can filter the expenses list by approval status to see what is still pending review.

Tip: Set a company policy for expense limits so crew members know when they need pre-approval before making a purchase.

Mileage

Mileage is not recorded as an expense. Jeero tracks mileage separately, for tax purposes only, and mileage is never added to a client invoice. See the Mileage tracking guide for how mileage is captured and reviewed.

Management Expenses Tab

Owners and managers can view and manage all company expenses from the Expenses tab in the management dashboard. From here you can:

See every expense across all team members and jobs in one list.
Filter by approval status, billable, pending reimbursement, category, or whether the expense is tied to a job.
Search and sort the list, and open expense details including receipt photos and job association.
Toggle each expense as approved, billable, reimbursable, or reimbursed.
Assign a general expense to a job after the fact, which makes it eligible to be billed.

New expenses are highlighted until you have viewed them, and a notification badge in the main navigation bar shows how many new, unviewed expenses have been submitted since your last visit – so you never miss a new submission.

Expenses tied to a specific job can also be reviewed and managed directly from that job’s page.

Syncing Expenses to Invoices

When crew members log billable expenses against a job (materials, equipment, and similar costs), those expenses are automatically added as line items when you generate an invoice for that job.

If new billable expenses are submitted after an invoice has already been created, you can pull them in by clicking Sync Expenses on the invoice page. Syncing is only available while an invoice is still a draft – once an invoice has been sent, it can no longer be changed.

Tip: Review the expenses tab regularly and generate invoices promptly to ensure all costs are captured before sending to clients.