Money on a project
Every project has a Money screen with two sides of a cashbook for the job:
- Spent — expenses: materials, labour, permits, and everything else the job costs
- Received — payments from the customer: deposits, progress payments, and the balance
Seeing both side by side answers the questions a job actually raises — how much has this cost so far, how much has the customer paid, and when.
Recording an expense or a payment also adds an entry to the project's Activity feed.
Expenses
Add an expense
- Open a project and go to Money, or tap Expense in the project's add menu.
- Enter the amount first — the form opens ready for it.
- Fill in whatever else is useful:
- Date
- Category — Materials, Labour, Equipment rental, Subcontractor, Permits, Fuel, Meals, or Other
- Vendor
- Tax
- Payment method — Cash, Card, Bank transfer, Cheque, or Other
- Reference and notes
- Billable — whether this cost should be passed on to the customer
The Money screen totals expenses for the project, including tax and billable expenses.
To edit an expense, tap it. To delete it, swipe the row.
Receipts
Attach receipts to an expense by scanning them, taking a photo, or choosing from your library. An expense can have several receipts.
Receipts stay attached to the expense they document. They are kept out of your project's Media and your photo albums, so a pile of till slips does not bury your site photos. A receipt cannot be deleted from anywhere else while its expense still uses it — remove it from the expense instead.
Scan a receipt to fill in the expense
On a device with Apple Intelligence, Scan a Receipt reads the receipt and fills in the amount, tax, date, vendor, category, payment method, and currency for you. Check the result and save.
A few things to know:
- The amounts come from the receipt itself. WorkCam reads every amount printed on the receipt and picks the right one — it never makes up a number. If it cannot read the total, it asks you to enter it and still attaches the receipt.
- It never overwrites what you typed. Scanning only fills fields you have left empty.
- It runs on your device. The receipt image is not sent anywhere to be read.
Scanning a receipt to fill in an expense needs iOS 26 or later with Apple Intelligence turned on. Without it you can still attach receipts and enter the details yourself.
Payments received
Record a payment
- Open a project and go to Money, or tap Payment in the project's add menu.
- Enter the amount and the date received.
- Choose what kind of payment it was — Deposit, Progress payment, Final payment, or Payment.
- Add how the customer paid (Paid by — cash, card, bank transfer, cheque, or other), a reference, and notes if you want them.
Record each payment separately. A job that was paid as a deposit, a progress payment, and a final balance should have three entries — that is what lets you see when each one landed.
Refunds
To record money you returned to a customer, turn on Refund when entering the payment. Refunds are subtracted from the amount received.
Proof of payment
Photograph a cheque, or screenshot an e-transfer confirmation, and attach it to the payment as Proof of Payment. Like receipts, proof images stay with the payment and out of your project photos.
Export for your bookkeeper
Tap Export Records on a project's Money screen, or find export under Records in Settings, to create a CSV file you can open in Excel, Numbers, or Google Sheets.
Choose what to export:
- This project only
- Every project for this client
- Everything on this device
Then choose a period, such as a tax year. Money spent and money received are listed separately.
Currency
Each expense and payment is recorded in a currency, defaulting to your device's region. If a job has amounts in more than one currency, WorkCam totals each currency separately rather than adding them together.
Keeping your records safe
Expenses, payments, receipts, and proof images are stored on your device by default. Without Photo Sync, the receipt section shows Stored on this device only — if the phone is lost or WorkCam is deleted, those records go with it.
With Photo Sync, they are backed up to WorkCam's storage and shared with your team, so everyone sees the same numbers and the receipts are on every device.