Manage petty cash, track expenses, and maintain financial control with the Expense Management module.

Site cash is the least controlled money in most construction businesses. An engineer is handed imprest for incidental costs — a load of sand, a hired pump, tea for a crew working late — and the reconciliation happens weeks later against a bundle of receipts, some of which have not survived.

Imprest with per-site visibility

The Financial Control module issues imprest to site engineers and tracks spend visibility per site. Per-site attribution is the important part. Imprest recorded only as a lump sum advance tells you money left the business but not what it bought or which project should carry the cost, which is how site cash becomes an unallocated overhead.

Claims submitted where the spend happens

Staff submit expenses from the mobile app, and approvers see receipts inline. Capturing the receipt at the moment of spend solves the practical problem that paper receipts fade, tear, and get lost between a site and a head office. An approver looking at the image alongside the claim can decide immediately rather than requesting the documentation separately.

Approval as a recorded step

Expense approvals run through the same workflow structure as other approvals in the system, so each claim carries a record of who authorised it and when. For spend that is small individually but significant in aggregate, an approval record is what makes later review possible.

Feeding project cost

Because expenses are attributed to a site, they reach project costing rather than sitting in a general overhead pool. A project P&L that excludes site cash understates the true cost of delivery, and consistently so — which quietly distorts the rates you use when bidding the next job.

Reconciliation without the shoebox

Imprest, claims, and receipts held in one place mean month-end reconciliation is a review rather than a reconstruction. The finance team is checking records that already exist instead of assembling them from envelopes.

A practical starting point

Begin with one site and one imprest holder. Run a full cycle — issue, spend, claim, approve, reconcile — and compare the result against how the same period would have been handled on paper. The gap is usually most visible in the costs that would otherwise never have been attributed to the project at all.