Receipts: Scan, File and Bill Parts
Step-by-Step Guide
Photograph a supply-house receipt and the AI reads each line, the tax and the total. Mark each line billable, business or personal, file it to the location and the job, and bill the parts on an invoice at cost plus your markup.
Why and how it works: Receipt scanning covers what is free and what the markup applies to.
🛒 Receipts: Scan, File and Bill Parts (10 Free Scans)
📱 Mobile App Guide
- Add the receipt: On the home screen, open BILLING, PLANS & TEAM, tap Rent, Invoices & Receipts, then the RECEIPTS tab, then SCAN OR ADD A RECEIPT. Choose SCAN A NEW RECEIPT, SCAN ONE FROM THE GALLERY or TYPE ONE IN. From an open work order, PM or plan visit, ADD RECEIPT does the same and files it to that job. The New receipt sheet: SCAN A NEW RECEIPT, SCAN ONE FROM THE GALLERY, TYPE ONE IN.
- Check what the AI read: The AI fills in the STORE, the DATE, each item, the TAX and the TOTAL ON THE RECEIPT. Every field stays editable. If you typed items before adding the photo, tap READ IT when you want it read. A receipt photo with RETAKE, GALLERY and READ IT, and the store and date filled in.
- Mark each item: Give each item a mark. Bill a customer: it goes on that location’s invoice. Business expense: a cost of running your business, kept for your records and taxes, never billed. Personal: left out of everything. A billed item can go to a different location with CHANGE. ITEMS with the three marks on each line and Bill to under it.
- File it: Pick the location under FILED TO LOCATION and tap SAVE RECEIPT. A receipt cannot be saved without one. To put it on a job too, open the work order, PM or plan visit and use ADD RECEIPT; receipts already filed to that location are listed there. FILED TO LOCATION on the receipt.
- Bill it: On an invoice for that location, tap + ADD WORK OR RECEIPT. The Bill a customer items are under SAVED RECEIPTS (PARTS). Tick them and tap ADD, and they become part lines at what you paid plus your parts markup. SAVED RECEIPTS (PARTS) on an invoice, with a receipt ticked.
- Optional: a parts markup: If your shop charges a set percentage over cost for parts, set PARTS MARKUP (%) in Settings, Company Profile. Left at 0, parts are billed at what you paid. One invoice can use a different markup of its own. PARTS MARKUP (%) in Company Profile.
Good to know
- The AI reading uses the 10 free AI scans every registered account gets, shared with the other AI scanners; then it is Pro. Typing a receipt in is always free.
- Reading a receipt needs cellular or Wi-Fi. You can type one in with no signal.
- Only Bill a customer lines go on invoices. Business expense and Personal lines stay on the receipt.
- Receipts are handled by the account owner and by managers.
- This is not the home screen’s Add a service bill to equipment, which reads another company’s service paperwork into the equipment’s history.
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Frequently Asked Questions
Everything you need to know about the Equipment Tracker Pro guides and features.
What kind of guides are available in the hub?
Step-by-step guides for the app's features — AI scanning, QR tagging, inventory, maintenance logs, invoices and getting paid, receipts, PM schedules, work orders, maintenance plans, tenant door tags and Teams — plus an overview guide for the web dashboard. Most of the older guides carry real app screenshots; the newer ones are short worded walk-throughs that name the real buttons.
Are these guides specific to mobile or web?
Each guide has a Mobile App / Web Dashboard toggle, but most of the detailed step-by-step content lives on the mobile app (iOS & Android) since that's where most features live today. The web dashboard has its own overview guide, and we're adding more web-specific guides as dashboard features expand.
Can I access these guides offline?
The guides website needs an internet connection. On the phone, core tracking works fully offline — your equipment records, parts and maintenance logs are readable and editable in zero-signal zones — while AI scanning, AI diagnostics, cloud sync and hosted QR pages need a connection.
Who are these CMMS guides written for?
They are written for field HVAC technicians, property maintenance crews, and facility managers looking to digitize their workflows.
Do the guides include instructions for team management?
Yes — the Teams guide covers inviting your crew with a code and choosing each person's role, and there are guides for cloud sync & sharing (including transferring a building to another owner) and for the vendor check-in system, which turns a building into a QR-code entry point for contractors.