Staff Expenses - Uploading & Tracking
Take control of your project profitability by eliminating the black hole of on-site spending. SmartBaise's Intelligent Expense Management system empowers your team to capture every cost the moment it occurs, while giving you a real-time, automated view of how that spending impacts your job budgets. Say goodbye to lost receipts, month-end spreadsheet chaos, and inaccurate job costing.
For Your Team on the Ground: Effortless Expense Capture
We've made claiming expenses as simple as sending a photo. This tool is designed for the speed of a construction site.
Snap & Go
A tradesperson buys materials from a merchant or fills up their van? They simply open the SmartBaise app, take a photo of the receipt, and assign it to the job. That's it.
AI-Powered Data Extraction
Our advanced AI instantly analyzes the uploaded receipt image. It reads the vendor, transaction date, and total amount, automatically populating the expense form for the user. No manual typing required.
Simple Categorization
The user quickly categorizes the expense (e.g., 'Materials', 'Fuel', 'Tools'), confirms the details, and submits. The entire process takes seconds.
Track Your Claims
Staff can easily view a list of all their submitted expenses and see their real-time status: 'Pending', 'Approved', 'Rejected', or 'Info Outstanding', eliminating uncertainty and follow-up questions.
For Managers & The Office: Real-Time Financial Oversight
Turn your team's on-the-go spending into a live, actionable dataset for precision financial control.
Centralized Expense Dashboard
View all incoming expense claims from across the company in one central dashboard. Instantly filter by job, employee, date, or status.
Automated Cost Allocation
As soon as an expense is approved, its cost is automatically allocated directly to the corresponding job's financial breakdown. You get a true, real-time picture of your job profitability without any manual data entry.
Streamlined Approval Workflow
Review the AI-extracted data and the receipt image side-by-side. Approve or reject claims with a single click, triggering an instant notification back to the employee.
Capture Every Invoice
This system goes beyond just small receipts. Staff can upload full invoices for materials or subcontractor services. The AI will analyze the document, break down the line items and costs, and allocate them against the job budget, ensuring no cost is ever missed.
Intelligent Expense Management closes the gap between on-site spending and back-office accounting. By empowering your team to log costs as they happen, you eliminate the reliance on manual expense reports and prevent the loss of crucial financial data. This provides you with an unparalleled, real-time understanding of your job costs, allowing you to protect your margins, make more accurate future bids, and run a leaner, more financially transparent operation.