Receipts is where every receipt your technicians photograph in the field lands. Your techs capture them in the FireAlarmManager app — a photo, and the app reads the vendor, date, total and line items off it — and the web page at Billing → Receipts is where you review them, fix what was misread, and total up what a job cost. Receipts is its own add-on module, so it only appears in your nav if your shop has it.
Find a receipt
The list shows every receipt newest first, with Date, Merchant, PO / Job, Total, Category, Status, Matched and Price list columns.
- Type in the search box to narrow by merchant, PO, or category.
- Use the status dropdown to show only one stage: Processing, Needs review, Manual entry, Ready or Matched.
- Click the Date, Merchant, Total or Status heading to sort by it; click again to reverse.
A green check under Matched means the receipt has been tied to a bank transaction. A tag badge under Price list counts the items this receipt added to your shared catalog.
To add a receipt that came in the mail or by email, click Upload receipt and pick a PDF or photo. It arrives at Manual entry status and opens straight away so you can fill in the merchant, amount and job.
Read and correct one
Click any row to open Receipt detail. On the left is the receipt file itself — photos show inline, PDFs open in a new tab. On the right are the Details, Amounts and Classification that were read off it, plus Fields flagged for review when something came through with low confidence. Expand What we read at the bottom for the raw text and a confidence score per field.
To correct it:
- Click Edit.
- Fix the Merchant, Date, Subtotal, Tax or Total. A total is required; subtotal and tax can be left blank.
- Pick a Category, and set Purchase Order / Job from your open POs — or choose Enter manually… to type a job that isn't one of them.
- Click Save changes.
Delete removes a receipt and its file, but a receipt already matched to a bank transaction is refused — un-match it in the field app first.
Total up what you spent
The Totals by PO / Job panel above the list rolls up whatever the list is currently showing, so searching or filtering first narrows the totals too. Open it and switch between By PO / Job and By category. Groups are listed largest first with a grand total at the bottom; a "(2 pending)" note means that many receipts in the group have no amount read off them yet.
Receipts and your price list
Line items the field app reads off a receipt are added to your shared price list automatically. An open receipt shows those under Added to the price list — click one to correct its description, price, part number, supplier or your cost, and the change writes back to the price list and the field app.
Owners and admins get a Block button beside each item. Blocking pulls the item off the price list and makes future receipt imports skip it, which is the fix for a junk auto-add. Nothing is deleted — blocked items sit on the Blocklist tab of the Price List page and Restore puts one back.
To stop a whole class of spend from ever reaching the catalog, click Categories and switch off the ones you don't want — usually Meals and Fuel, so a lunch run never lands on your catalog.
Check a statement against your receipts
Reconcile statement answers "do I have a receipt for everything that hit the card?" Click it, then Choose statement file and pick a bank or credit-card statement — a PDF or photo from the bank, or an OFX, QFX or CSV export. PDFs and photos are read automatically.
You get back four counts — Charges, Matched, No receipt and Not on statement — then the charges with no receipt behind them, the matched ones (flagged where the amount differs), and receipts that weren't on this statement. Matching works off date and total, so a receipt with no readable date or a zero total is left out.
Nothing is written back; it's purely a check. Reconciling your books against the bank is a separate job under Banking, covered in Accounting & Reports.