You can add expenses directly to a job, enhancing your ability to monitor costs effectively. With Zuper, you can easily upload receipt copies, specify if the expenses are reimbursable for your team, and accurately assign them to specific jobs. 

1. From the Job detail page, click the "Associate" tab.
   
   
2. Scroll down to the Expenses section and click the “+” icon.
   
   
3. You can choose one of the following methods to upload your expense receipt:
   
1. Scan & Pre-fill: Scan/Upload your receipt, and the Zuper AI tool will automatically extract and fill in the details such as Name, Category, Date, and Amount. This option is ideal for saving time and reducing manual errors.
2. Manually add Expense Details: Upload your receipt and enter the details yourself. This option gives you full control over the entered information, especially when the receipt format is incompatible with AI extraction.
   
   
4. Once the receipt is uploaded, every expense item in Zuper contains the following information.
   
5. Name: A name of the expense.
   
6. Category: Expense Category. This option will auto-fill if the category has been set up in the Expense Settings.
   
7. Description: Provide additional context for the expense.
   
8. Expense Date: The date when the expense occurred.
   
9. Amount: The amount of the expense. Note: The system will not allow the expense amount above capping limits to be entered.
   
10. Reimburse To: Specify if the expense needs to be reimbursed to a user. Note that the availability of the Reimburse To field is based on the settings defined in the selected expense category. If the chosen category is marked as non-reimbursable, this field will not appear.
    
    
11. If you need to replace or delete the receipt, click the context menu on the uploaded image and select the appropriate action (Scan, Add new, or delete).
    
    
12. Click Save to add the expense.
    

Editing an Expense

1. Navigate to the context menu (three dots) of the relevant expense on the Job Detail page.
   
   
2. Click Edit Expense.
   
   
3.  Make the necessary changes to any of the fields or receipts.
   

Note: If you’re logged in with Admin access or your role permits, you can also update expense policies, such as Billable and Reimbursable, directly on the Edit Expense page.


By default, only Admins have full access to modify expense policies. However, custom roles can be configured to grant specific permissions for viewing or editing expenses. Navigate to Settings > Custom Roles to create or modify roles. You can assign permissions tailored to your organization's needs, ensuring the right level of access for each role, such as Supervisors, Field Executives, or Regional Admins.

      4. Then, click Update to save your changes.
      

Deleting an Expense

1. Navigate to the context menu of the relevant expense on the Job Detail page.
   
   
2. Click Delete Expense.
   
3. A confirmation message will appear. Click Delete to permanently remove the expense.