Use this guide to record Receipts for project costs that don't belong to a Commitment, import receipt documents, verify Budget and report effects, export the log, and understand QuickBooks or Sage links.
Start here
- Record one cost: Add a Receipt.
- Import receipt documents: Import Receipts.
- Find or export costs: Review and export the Receipts log.
- Understand financial impact: Use Receipts in budgets and reports.
- Open the accounting record: Understand accounting sync.
- Something is missing or locked: Troubleshoot Non-Committed Costs.
Record and import costs
Add a Receipt
Use a Receipt when the cost isn't progress billing against a Commitment SOV. Examples include fuel, payroll, expenses, and one-off vendor bills.
- Open Non-Committed Costs.
- Select Add Receipt.
- Enter the vendor, date, reference, and expense type.
- Add one or more cost lines.
- Select the Budget Code and subproject for each line.
- Enter the amount, description, and memo.
- Attach the source document when available.
- Save and verify the cost under the intended Budget Code.
Don't create a Receipt for a subcontractor invoice that should track progress, retention, and approval against a Commitment. Use How to use Invoices.
Edit or delete a Receipt line
Use the pencil action on a line to edit it and the trash action to delete it. Confirm the source document, coding, and accounting link before changing an existing cost.
A lock icon means the line can't be edited. Its message instructs you to add negative line items to reduce the Budget instead of rewriting the locked value. Preserve the original line and record the correction separately.
If the cost already has an accounting counterpart, coordinate the correction with accounting. Changing or deleting the Constructable record doesn't guarantee the accounting transaction changes.
Import Receipts
On desktop web:
- Open Non-Committed Costs.
- Select Import CSV.
- Upload the receipt file.
- Review detected values and conflicts.
- Confirm the import.
- Open the resulting Receipt lines and verify vendor, date, Budget Code, subproject, amount, description, and memo.
You can also review Receipt import runs under My Imports. Upload completion is not final verification; check the run status and at least one created or updated record.
Imports create or update Constructable records from files. They don't establish a live QuickBooks or Sage link.
Review, report, and export
Review and export the Receipts log
The Non-Committed Costs grid shows Receipt, Cost Code, Vendor, Sub Project when enabled, Date, Amount, Description, and Memo.
Use:
- Search and filters to narrow by Receipt, Cost Code, Vendor, Sub Project, or Date.
- Grouping by Receipt, Cost Code, Vendor, or Sub Project.
- The grid PDF export for a current Receipts Log snapshot.
Check filters and grouping before exporting. A PDF doesn't update after a Receipt changes.
The Integrations column appears when QuickBooks Online or Sage Intacct is enabled. Its control is separate from the PDF export.
Use Receipts in budgets and reports
Saved Receipt lines affect project cost under their Budget Codes:
- The Budget includes them in Non-Committed Costs and Actual Costs.
- Projected Costs Report includes expected project costs from Commitments, Change Orders, and Receipts.
- Actual Costs Report includes recorded Receipt costs with invoice activity.
- Reports → Non-Committed Costs compares Original Budget, Modifications, Budget, Actual Cost, Cost Remaining, Forecast at Completion, and Over/Under by Budget Code.
Filter reports to the same Budget Codes, subprojects, and dates before comparing totals.
If the required Budget value is locked, don't unlock approved history merely to fit the cost. Add the appropriate Budget Modification and keep the Receipt coded to the correct current Budget Code.
Accounting and troubleshooting
Understand accounting sync
When a Receipt has an active accounting link, select the service control in Integrations to open the linked accounting record in a new browser tab.
Configured sources can include:
- QuickBooks Bills and Purchases imported as Receipts.
- Sage Bills or general-ledger cost imported as Receipts.
No service control means the integration isn't enabled for the organization or no active link exists for that Receipt or line.
Accounting links can be pending, synced, suppressed, retired, or in error. Fix the source problem and retry the existing link. Don't create a second Receipt while a link is pending or failed.
Project-level Exclude from QuickBooks Online Sync or Exclude from Sage Intacct Sync settings can intentionally prevent records from participating.
Troubleshoot Non-Committed Costs
Non-Committed Costs is missing
Confirm the organization has the Financial package and the user has View receipts. Financial Tools don't appear without the package.
Add Receipt or edit actions are missing
The user needs Manage financials like change orders, contracts, receipts (excluding financial reporting). Mobile places actions in the compact header.
A line shows a lock
Don't overwrite it. Add a negative correction line or the appropriate Budget Modification so the original cost remains visible.
The accounting control is missing
Confirm QuickBooks or Sage is enabled, the project participates in sync, and the Receipt or its line has an active integration link.
The Receipt is absent from a report
Check its Budget Code, subproject, date, report filters, access, and whether the report is showing projected cost, actual cost, or the combined Budget view.
An imported Receipt looks incomplete
Open the import run, review conflicts and status, then inspect the created or updated Receipt lines. File upload alone doesn't verify the result.