HOW TO UPLOAD TO COST INBOx

 1. When to Use the cost inBox

  • Use the Custom Box for:

    • Purchases of materials or office expenses not tied to a purchase order.

    • Fees, such as permits or one-off charges.

  • Do not use for paying vendors for services.

2. Uploading Receipts in the Custom Box

A. Access the Custom Box

  • Open BuilderTrend via the app or desktop.

  • Navigate to the Custom Box or press the "+" button on your mobile device.

B. Upload Receipt(s)

  • Use your phone’s camera to take a photo of the receipt or upload an existing photo.

  • Important:

    • Keep transactions separate. A single transaction corresponds to one swipe of the card.

    • For multi-page receipts from one transaction, use the multiple-page upload feature.

    • Do not combine receipts from different transactions or days into one upload.

C. Ensure Receipt Details Are Accurate

  • Check and adjust:

    • Transaction Date: Match the receipt date with the entry date.

    • Title: Clearly describe the purpose of the transaction (e.g., "COA Permit Fees").

    • Payee: Specify who was paid (e.g., "City of Napa").

    • Cost Code: Select the appropriate cost code for the expense (e.g., "Permit Fees").

    • Unit Cost: Ensure the cost matches the exact amount charged to the credit card.

  • Attach all relevant receipt pages.

3. Tagging the Entry

  • Once all details are reviewed, tag the entry as Ready to Convert and click Save.

4. Office Admin Review Process

A. Initial Review

  • The office admin will review entries tagged Ready to Convert.

  • Admin checks for completeness:

    • Payee information (e.g., "Home Depot," "City of Napa").

    • Accurate titles and cost codes.

    • Matching unit cost and receipt details.

B. Needs Review Tag

  • If information is missing or unclear:

    • Admin changes the tag to Needs Review.

    • Admin adds a comment tagging the relevant team member (e.g., "Tony" or "Daniel") to clarify details (e.g., payee name).

C. Resolving Needs Review

  • The tagged team member provides the missing or corrected information.

  • Admin updates the entry and re-tags it as Ready to Convert.

5. Converting to a Bill

  • Admin clicks New Bill after verifying all details.

  • Key actions:

    • Enter the payee (e.g., "City of Napa").

    • Ensure all fields are accurate before saving the bill.

      Notes

  • Ensure all Custom Box entries are accurate and complete before tagging them.

  • Respond promptly to admin queries for clarification to avoid delays.

  • Regularly review and address items tagged as Needs Review to keep the process efficient.

Please click this link for the step by step process