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Expenses & supplier bills

Reimbursement claims and the subcontractor invoices you review before they reach Finance.

Two smaller money flows round out the PM's day: your own expense claims, and the supplier bills you vet before Finance pays them.

Expense claims​

Submit a receipt for reimbursement, tied to a project or as a general company expense.

  1. Start a new claim and photograph the receipt — ScratchAI reads it and pre-fills merchant, invoice number, date, amount and GST.
  2. Check and correct the fields.
  3. Pick a project (or leave blank for overhead) and a category — materials, transport, meals, tools, accommodation, professional, communication or other.
  4. Submit — Finance is notified.
PENDING → APPROVED → PAID   (or REJECTED)

Paid claims are grouped into a monthly payment batch by Finance.

Supplier bills​

When a subcontractor or supplier sends an invoice, it's logged for the PM to review before it goes to Finance — you're the check that the work was actually done and the amount is right.

  1. The bill is logged against a project with supplier, invoice number, date, amount and GST, and the document attached.
  2. It arrives for your review.
SUBMITTED → PM APPROVED → FINANCE PAID   (or REJECTED)
warning

You are the gate on supplier bills. Don't approve a bill for work you can't confirm happened — cross-check it against your capture record and the PO. Once you approve, Finance pays.