Features · Expenses & receipts

Every receipt read, kept, and billed.

Q: Where does the receipt go when I bill an expense to the client?

The expense becomes a line in its own Expenses section of the invoice, and the receipt is attached to the invoice email, numbered to match the line. An invoice already sent is not altered without you asking.

The quote prices what you expect the expenses to come to. The job’s Expenses tab records what they actually came to — from the receipts themselves. Drop a stack of PDFs and photographs, or send the crew a link and let them photograph theirs on the day. Each one is read, brought down to a size worth keeping, stored once, and checked by you before it goes on the job. The ones you bill to the client become their own section of the invoice, with the receipts attached.

Enter the sandbox →See pricing

kitslate.app/app · job · expenses

A job's Expenses tab — Spend by category with approved, awaiting check, declined and total columns, then the itemised expenses with who paid and the Add to invoice switch

Spend by category over the itemised list; every row says whose money and whether the client is charged.

01 · RECEIPTS IN — your desk, or their phone

Drop the stack, or send a link.

Import receipts on a job’s Expenses tab takes PDFs and photographs together — a scanner app’s eleven-page PDF, a screenshot of a ride receipt, a photo of thermal paper. Or hand the job to someone: Give someone access is the same sending box every other KitSlate hand-off uses, and the link it sends opens a page built for a phone.

Take a photo, choose a file, sendThe crew page has three buttons and a bar that fills as each receipt is prepared, read and sent. No sign-in, no app to install.

Or forward the emailEvery link comes with its own email address for the job. Forward the receipt email — Uber, Lyft, Square, a card receipt — and it arrives on the Expenses tab for you to check like any other. An attached PDF or photo is the receipt; an email with the receipt in the body is kept as that email; a ride report with a month of rides arrives as one receipt per ride, the report kept as each one’s evidence.

Straight from the tillOr give the job’s address at the till, and the receipt comes from the vendor itself. KitSlate keeps a list of more than 500 till systems, card readers, ride and delivery apps worldwide — Square, Toast, Clover, SumUp, Zettle, Mercado Pago, Dripos among them — and takes a receipt from any of them the moment the vendor’s own mail server vouches for it. A forward of one from an address you have not taken yet waits for you, named as that vendor’s receipt; Take it reads it and trusts the address, and the next forward from them is automatic.

A file is not a receiptA PDF is opened a page at a time, because a scanned stack is one file with eleven receipts inside it. Pages that are one receipt — a ride receipt printed from an email can take three — are put back together as one.

Whose money, on the way inEach receipt says whether it was the company card or their own money, so the page can total what they are owed and the job can say who it owes.

What they sent stays on their pageEvery receipt they sent is listed by day, with the total and what they are owed. A receipt they tap opens full size, fitted to the screen, with click to zoom.

The same categories you keepThe link shows your category list with your descriptions beside each name. Add a category tomorrow and links already sent pick it up.

kitslate.app/app · job · expenses · give someone access

Give someone access to send receipts — a crew member picked, the message with {name} and {company} in it, and on the right the email exactly as it will arrive in their inbox, with its Send a receipt and Copy email address buttons and the job's receipts address printed under them, above what the person gets: a private link, no login, receipts from their phone or a forwarded email, open for the whole job

Who, the wording, and on the right the email as it will arrive — the link, and the address they forward receipts to. Nothing goes until you press Send them the link.

02 · HAND IT OFF — the email, then where each person stands

One email each. A line that says where they are.

Give someone access is the same sending box every KitSlate hand-off uses: pick them from your crew and clients or type an address, and the right half shows the email as they will get it before anything goes. Each person gets their own link, because a shared link could not say who spent the money. From then on the Receipt upload card on the Expenses tab is where each of them stands.

The email is from youIt goes out under your company’s name, in your colour, and a reply comes straight back to you. Two buttons the same size — Send receipts or invoice opens their page, Copy email address puts the job’s receipts address on their clipboard — and the address is printed under them for anyone who would rather read it. No account to make, nothing to install.

Your wording, once{name} becomes their first name and {company} the company sending it, so one message serves everybody. Save as default keeps it for the next job; View email opens it full size first.

Or send it with the call sheetAlso let them send receipts on the call sheet’s sending box puts the same link in each person’s call sheet email — one email, two links, and nobody gets a second link they already hold.

Where each person standsA coloured line and a word: Sent, not opened · Opened, nothing sent · Check 2 of 2 in red when receipts are waiting · 2 of 2 accepted in green. Under the name, what they sent, line by line.

Copy link, Copy email, Resend, RevokeEach row keeps its own four. Copy email is the address that person forwards receipts to; Revoke stops the link and the address together and keeps everything already sent. The same list sits on the project’s Settings tab.

Who owes who, underneathEvery receipt paid with someone’s own money adds to what you owe them, named, with Mark reimbursed beside it — and what the client will owe you once it is on the invoice.

kitslate.app/app · job · expenses

The Expenses tab's status cards — Receipts sent in with Check 2 receipts, the Receipt upload list with a green line for two of two accepted and a red line for two waiting to be checked, each person's receipts under their name with Copy link, Resend and Revoke, and Who owes who beneath

Red is waiting on you, green is done; every receipt under the name of whoever sent it.

03 · FIX IT — before you check it

A wrong price fixed, not sent twice.

A crew member who typed the wrong amount, picked the wrong category or sent the wrong photo fixes it on the same page they sent it from. Under What you have sent, every receipt still waiting for your check has Edit and Remove. Once you approve it, it locks.

Edit what it says, not the photoWhat it was, the category, the date, the amount, whose money. The receipt itself stays as it was sent, so the evidence never changes under you.

You see what changedOn your check the row reads Edited by them — was $64.80 beside the new figure, so a correction is never mistaken for the original.

Remove asks firstRemove this receipt? opens on the page with Keep it and Remove side by side. A removed receipt never reaches your check.

Approved can’t be amendedAn approved receipt reads Approved — can’t be changed in green, and the server refuses an edit to it even from an old tab. If something is wrong after that, they tell you.

Built for a phoneOn a phone the buttons take their own line under each receipt, full width and easy to hit; on a laptop they sit at the end of the row.

kitslate.app/receipts · on their phone

Edit

Remove

Waiting receipts keep Edit and Remove; approved ones are locked. Remove asks before it does anything.

04 · CHECK — the receipt beside the row

Read on arrival, checked by you.

Every receipt goes to the reader as both its picture and whatever text the file already carried — the text is the exact transcript, the picture shows the handwritten tip the text never had. Then nothing counts until you have looked: the check opens with the rows on one side and the receipt on the other.

Whose receipts, in the title2 receipts from Marcus Rivera. The rows are laid out exactly as they are on the tab — date and category, what it was, the amount, whose money, whether the client pays.

Fit whole, click to zoomThe receipt for the row you are on shows whole. Click to zoom in on the point you clicked, click again to zoom out; View larger opens it inside the window and Back returns you to the rows as you left them. The same viewer everywhere a receipt is shown.

Untick what does not countOnly what you accept becomes an expense. What you leave out of a crew member’s send is kept as declined, so “what happened to my receipt?” always has an answer.

Read into the right categoryDate, supplier, amount and a category from the nineteen production categories plus your own, each with the description you gave it.

The words on the paper are searchableWhat was read off a receipt stays with its expense. Search finds an expense by a word or an amount that was only on the receipt.

kitslate.app/app · job · expenses · check

The receipt check — two receipts from a crew member, the expense rows on the left and the selected receipt on the right

Whose receipts in the title; the receipt for the row you are on beside the rows.

05 · THE LEDGER — every category, three ways

Spend by category, and the receipts behind it.

Every category the job has touched, in four columns: approved is on the job, awaiting check was sent in and not accepted yet, declined was sent in and left out, and the total — with an expense total underneath. Every figure opens what it counts.

Approved opens the receiptsThat category’s expenses with each receipt beside its row. Check an amount against the paper and correct it where you are.

Awaiting check opens the checkFiltered to that category, with every receipt that came in the same send, so nothing in a batch is approved or left out unseen.

Declined says what was left outWho sent it, when, what it was and for how much.

06 · STORED — small enough to keep, once

Shrunk on the way in. Stored once.

A phone photograph of a receipt is four to seven megabytes of paper. A receipt only has to be legible, and at 1800 pixels on its long edge thermal-printer type reads better than the paper did. So every picture is brought down before it is stored — on the phone that took it, before it ever crosses a location’s signal.

1800 pixels, about 700 KBA photograph is resized to 1800 pixels on the long edge and saved as a JPEG on a white ground, stepping the quality down until it is around 700 KB. A picture already small is left exactly as it came.

A text PDF stays textA receipt that arrived as a proper PDF is never re-encoded as a picture. It is searchable and it is the original, which for a receipt is the point of keeping it.

One file, however many receiptsAn eleven-receipt PDF is stored as one object that eleven expenses point at, each remembering its page. Importing the same file twice keeps one copy.

Download all, or mergeDownload all gives every receipt on the job as separate files in one zip. Merge and download puts them together, in order, as one PDF for the accountant.

07 · ESTIMATE, THEN ACTUAL — quoted first, spent after

The quote prices the expenses. The tab reports them.

An expense estimate is an ordinary line on the quote, so the client reads the figure before the job and agrees to it. What was actually spent is itemised on the Expenses tab underneath it, and the two are shown side by side.

Estimated against actual, at the top of the tabWhat the quote priced, what was actually spent, and the difference between them — over or under, in the job’s own currency.

Editable where you are lookingThe estimate can be typed on the Expenses tab as well as on the quote, and Remove takes it off. Either way the quote carries the same figure.

Never charged twiceThe moment actual expenses go on the invoice, the estimate line comes off it. A client is billed for what was spent or for the estimate, never both.

08 · ON THE INVOICE — one switch per expense

Billed as a section, with the receipts.

Every expense answers two questions. Whose money: the company’s, a crew member’s — named, because you now owe them — or the client’s, paid to the supplier direct. And the client: the Add to invoice switch.

The switch is the actionTurn it on and the expense goes on the invoice as its own line straight away — on the quote while it is still open, or held for the invoice once the quote is approved — and the row says where it is. Turn it off and the line comes off again.

Their own sectionBilled expenses print as Expenses, one line each with the category and its receipt number, subtotalled on their own rather than buried in other costs.

The receipts ride with the invoiceThe sending box shows the receipts that will go, numbered in document order, with Attach the receipts for the expenses billed on whenever there is something to attach.

A passthrough leaves profit where it wasYou spent it and you charged it, so it counts on both sides and the job clears what it always cleared.

Who owes whoWhat each crew member paid from their own pocket, and what has already been paid back, on the same tab.

09 · PRODUCTION FEE — a percentage, as a line

A fee the client can read.

None, 10%, 20%, 30% or your own number, taken on equipment, crew, studio, expenses, or any combination of them.

Its own row, not a markup on ratesA percentage buried in equipment rates is counted as equipment revenue, which inflates what your gear looks like it earns. As a line, equipment earns what equipment earned.

It never charges a fee on itselfThe fee’s own line is excluded from the base it is calculated on.

It does not move behind youThe figure it was worked out on is stored with it. When the sections change, the quote says so and offers to recalculate — it never quietly alters a total you have already sent.

A default for new quotesSet it once under Settings → Expenses, beside your categories; every quote can still change its own.

QUESTIONS — the ones people ask first

Before you try it.

How big can a receipt be?

A photograph of any size the phone takes is brought down to about 700 KB before it is stored. A PDF is kept exactly as it is. The crew page takes files up to 12 MB each, and your Expenses tab up to 25 MB.

Does a receipt change what the job made?

Out of pocket comes off it. A rebilled one counts on both sides and leaves it where it was. Client-paid does neither, because it never left your account.

Do the crew need an account to send receipts?

No. The link you send them opens a page that works on a phone, and the link itself is what lets it in. They photograph, check the amount, say whose money it was, and send. You review before anything goes on the job.

Where does the receipt go when I bill an expense to the client?

The expense becomes a line in its own Expenses section of the invoice, and the receipt is attached to the invoice email, numbered to match the line. An invoice already sent is not altered without you asking.

What happens to the estimate on the quote?

It stays on the quote as agreed. When actual expenses go on the invoice, the estimate line leaves the invoice so nothing is billed twice.

Where do the categories come from?

A shared list of nineteen production categories, plus your own. Settings → Expenses keeps them as a table of name and what goes under it, both editable, and the expense importer snaps imported rows onto the same names.

A job that already cost something.

The sandbox has a job with crew receipts waiting to be checked, one left out, a crew member still owed, and the ledger filled in — plus jobs absorbed, billed and paid by the client.