Nothing gets ordered on a nod, and no docket gets typed up twice.
Purchase orders go to the supplier with a number, a total and a sign-off behind them. Supplier receipts get photographed on site and read for you — and the moment someone confirms the figures, the spend is on the job.
Supplier receipt
Read from photoTOTAL
$486.20
- Supplier
- Corio Electrical Supplies
- GST
- $44.20
- Total
- $486.20
An order is a commitment, so somebody signs for it.
A purchase order is built where the work is — on the job, on the phone, each line taking its cost from your price book as it’s added. Then it waits for someone with the authority to sign it. While it’s waiting, nothing can be ordered: not by the person who raised it, and not by an admin holding the ordering permission either.
Once it’s approved, the person who raised it can place the order themselves. The sign-off authorised that exact commitment, so whoever’s at the trade counter isn’t ringing the office for permission they already have.
Placing the order emails the supplier — from your business, wearing your branding, carrying the PO number, the total, what’s on it, where it’s going and when it’s wanted.
Ordering allocates the number and freezes the total. A line edit that arrives a moment too late is refused, rather than quietly changing an order the supplier has already been sent.
The life of an order runs one way. It can’t be ordered twice, and it can’t be cancelled once it’s been received.
Purchase order
Awaiting sign-offCorio Electrical Supplies
PO-0231 · raised by Matt, on site
$1,404.70
inc. GST
Nothing is ordered until this is approved
Photograph the docket. The figures come back.
A supplier receipt is a photo taken on a tailgate, so reading it is the machine’s job. Snap it and the supplier, the ex-GST amount and the GST come back for a person to check. Nobody re-keys a docket at 6pm, and nobody carries a month of them back to the office in a glovebox.
Reading receipts with AI is a switch your business turns on, and the settings screen says plainly what leaves the building: the image, to the reader, with every figure coming back for someone to confirm. Each plan comes with its own monthly allowance of reads.
If a photo is too far gone to read, the person who took it is told, and the header gets typed off the paper instead. A receipt is never left sitting there unseen.
On site, a receipt can be booked straight against one of that job’s purchase orders — so the order and the docket that settles it arrive already tied together.
Confirming the receipt is what puts the spend on the job, and a field staff member’s confirmation goes through an admin first. That is the path a cost takes to reach your margin.
Confirmed once, to the cent, and never quietly undone.
Confirming is the moment the money becomes real, so that is exactly where the system is strict. The figures have to be complete and they have to add up: an ex-GST amount, a GST figure entered deliberately — even when that figure is zero — and a total that reconciles with them to the cent. Anything short is handed back with the sentence that says what’s missing.
Confirm once and it stays confirmed. Two confirmations landing together settle to a single cost, so a job’s margin can never be charged twice for the same docket.
A confirmed receipt’s photo can’t be deleted and the receipt can’t be discarded. The way to fix one is to unconfirm it, which takes the cost back off the margin and records who did it and what it was worth.
A sign-off only ever covers the figures the approver actually saw. If the read lands afterwards, or someone corrects the header, the clearance goes back for another look.
An ordered PO counts as committed spend until receipts land against it, then the actual takes over by exactly that amount — so the forecast doesn’t jump the day the goods arrive.
JOB-1042
PaidGross profit
$2,115.70
Who it’s for.
The same feature reads differently depending on which end of the business you’re standing at.
The crew on site
Raises the order at the counter and photographs the docket before it goes in the ute. That’s the whole job — no envelope of receipts at the end of the month.
The office
Approves the order, checks the read figures and confirms the spend onto the job. Every order on a job says who it’s with, what it’s worth and what’s holding it up.
The owner
Spend is committed before it’s spent and confirmed before it counts, so what a job has cost is never a fortnight behind the work.
Next door.
The parts of the system this one hands off to.
Photograph one docket.
Fourteen days, your own suppliers and your own jobs. The first receipt you scan makes the case on its own.