Field Promax

Expense & Mileage

Track expenses and mileage incurred by your service providers on the job. Service providers can submit expenses with receipt photos, log mileage for travel, and link everything to specific work orders. Administrators review and approve submissions, and all costs flow into job costing and expense reports.

Before you start:

  • You must have at least one service provider set up in your account.
  • Work orders should be created so expenses can be linked to them.
  • Service providers need the mobile app installed to submit expenses with receipt photos from the field.

Submitting an Expense

Service providers and administrators can submit expenses from the work order detail page:

  1. Open the work order you want to log an expense against.
  2. Navigate to the Expenses tab.
  3. Click Add Expense (or Create Expense) to open the expense form.
  4. Enter the Expense Date (required).
  5. Enter a Title that describes the expense (for example, "Replacement filter purchased at hardware store").
  6. Optionally add a Description with additional details.
  7. Enter the Total Cost (the dollar amount of the expense).
  8. Set the Quantity (defaults to 1).
  9. Select the Expense Type: choose Reimbursable if the company will reimburse the service provider, or Non Reimbursable if the cost is absorbed by the company directly.
  10. Optionally attach a receipt image by clicking Upload a file or dragging and dropping an image. Supported formats include JPG, PNG, BMP, GIF, and TIFF. Maximum file size is 20 MB.
  11. Click Create Expense to save.

Result: The expense appears in the work order's Expenses tab with the title, date, cost, type, and the name of the person who submitted it.

Editing an Expense

To update an existing expense:

  1. Open the work order and navigate to the Expenses tab.
  2. Click on the expense you want to edit.
  3. Update any fields as needed. You can replace the attached receipt image or remove it.
  4. Click Update Expense to save changes.

Mileage Tracking

Service providers can log mileage for travel to and from job sites. Mileage entries are tracked alongside expenses and factor into job costing:

  1. From the work order or the mobile app, navigate to the expense or mileage entry section.
  2. Enter the miles driven or provide a start and end location.
  3. The system calculates the mileage cost based on your configured mileage rate.
  4. Submit the mileage entry.

Result: The mileage cost is added to the work order's expense totals and included in job costing calculations.

Administrator Approval Workflow

Expenses submitted by service providers go through an approval process:

  1. The service provider submits the expense from the field (mobile app or web).
  2. The administrator receives a notification that an expense has been submitted.
  3. Navigate to the work order's Expenses tab to review the submission.
  4. Review the expense details, amount, and attached receipt.
  5. Approve or reject the expense. The status is updated and the service provider is notified.

Tip: Encourage service providers to attach receipt photos immediately when submitting expenses from the mobile app. This reduces disputes during the approval process and creates a clear audit trail for your records.

Expense Reports

Generate expense reports to review spending across your team:

  1. Navigate to Reports from the main menu.
  2. Select the Expense Report.
  3. Filter by date range, service provider, expense type (reimbursable vs. non-reimbursable), or work order.
  4. Click Run Report to generate the results.

Result: The report displays all expenses matching your filters, including total costs grouped by service provider or work order. Export the data for payroll or accounting purposes.

Next Steps