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Record a business expense — general or tied to a job — with a receipt or photos attached.
Expenses track the money your business spends — fuel, materials, labor, taxes, and anything else. Log each one with its amount, category, and date, attach the receipt, and CleanOps rolls them into your totals and exports. An expense can be general (overhead) or tied to a specific job, so you can see what each job really cost.
Before you start: sign in with an account that can manage expenses (an operator/employer account). To log a job expense, the job must already exist — see manage a job.
Select Expenses in the left navigation. The page shows six summary cards, a filter bar, and two tabs — Expenses by Job and General Expenses. Select Add Expense in the top right to start. If you haven’t logged anything yet, the list is empty and offers that same Add Expense button.
The Expenses page. Select Add Expense to start.
The New Expense form opens. Enter the Amount, pick the Category, check the Date of Expense (it defaults to today), and type a Description. The Technician and Job (Optional) fields can stay empty.
The New Expense form with its required fields.
Open the Category dropdown and choose one — type in the Type to search… box to filter the list. New accounts start with Labor, Materials, Fuel, Taxes, and Other. The label links to Settings > Expense Categories, where you manage the list — see expense categories.
Choosing a category — type to search the list.
If your role allows it, the bottom of the Category list offers + Add New Category. It opens Create New Expense Category — enter the Category Name (and an optional Description) and select Create Category. The new category is created and selected for this expense.
Adding a new category without leaving the expense form.
Under Attach Receipts/Photos (Optional), leave the Upload Type on Receipt and select Choose Files (or drag files onto the box). You can attach JPG, PNG, PDF up to 10MB, max 5 files. Each file appears under Selected files — select the red ✕ to remove one.
Two receipt files attached, ready to save.
Select Save Expense. A green Success! message confirms the save — with attachments it reads like Expense created with 2 file(s). A general expense (no job) lands on the General Expenses tab with its date, category, description, amount, and receipt thumbnails.
The saved general expense on the General Expenses tab.
The Job (Optional) field decides which kind of expense you’re logging: Select a job to create a job expense, or leave empty for a general expense. General expenses are overhead — supplies, rent, insurance. Job expenses are tied to one job, so they show up in that job’s cost breakdown on the Expenses by Job tab.
Fill in the form as usual, then open Job (Optional) and pick the job — type in the search box to filter; each option shows the job code and customer, like JB-0039 - Help Guide Demo — Expense Co. You can also pick the Technician who incurred the expense.
Typing in the job picker filters the list.
Switch the Upload Type to Photo to attach job-site photos rather than receipts — the upload box relabels to Upload photos (optional) and the same file rules apply. The choice only tags the files: attachments show as Receipt or Photo in the expense’s details.
A photo attachment on a job expense.
After saving, open the Expenses by Job tab. Job expenses are grouped one row per job — Job ID (linked to the job), Customer, Date, Technician, Total Expenses, and Taxes.
The job's row with its expense total.
Select the arrow at the end of a job’s row to expand it. You get a Category Breakdown of that job’s spending and an Individual Expenses table where each expense has its own view, edit, and archive actions.
Category Breakdown and Individual Expenses for one job.
The six cards above the list summarize the expenses for the selected date range and the tab you’re on: Total Expenses, Avg. Expense per Job, Labor Costs, Materials & Chemicals, Fuel, and Taxes. The category cards follow the matching category names, so spending logged as Fuel shows on the Fuel card.
Select a row on the General Expenses tab (or the eye icon on a job’s individual expense) to open Expense Details — the amount and date, Details (category and Type: Job or General), the Description, every attachment under Attachments with its kind and size, and Information showing who created it and when. The Edit button at the top jumps straight into editing.
The Expense Details view.
Select View next to an attachment to open it full-size. With several attachments, Previous and Next page through them and a counter shows where you are. Selecting a receipt thumbnail on a list row opens the same viewer.
A receipt opened in the attachment viewer.
Select the pencil icon on any expense row (or Edit in its details). The Edit Expense form opens prefilled — change anything, add more files, or delete an attachment under Attached files: with its red trash button. Select Update Expense to save; a green Expense updated successfully message confirms it.
The Edit Expense form with its attached files.
Select the red trash icon on an expense row. The Archive Expense dialog asks Are you sure you want to archive this expense? — select Archive to confirm. A green Expense archived successfully message appears and the expense disappears from your lists, totals, and exports. There’s no screen for archived expenses, so they stay hidden once archived — archive only what you’re sure about.
Confirming an archive.
The filter bar narrows both tabs: pick Category or Technician values (tick the boxes and select Apply), type in Search descriptions…, or set an Amount range with Min $ and Max $. While any filter is active, a Clear All link resets them. The arrow buttons next to the DATE and AMOUNT column headings re-sort the list.
Filtering by category with a search term applied.
The cards, tabs, and exports all follow the Date Range shown in the filter bar — the last 30 days by default. Select it to open Select Date Range, set From Date and To Date, and select Apply.
Choosing the date range for the page.
Select Export in the top right to open Export Expenses. Choose the Expense Type — All Expenses, Job Expenses Only, or General Expenses Only — then pick a format: CSV Export or Excel Export download a file of the expenses matching your current date range and filters, and Receipts ZIP Export gathers all receipts and photos and emails you a download link. Archived expenses are never included.
The export options — CSV, Excel, or a receipts ZIP.
An expense needs an Amount, Category, Date of Expense, and Description — the form won’t save without them. Your browser highlights an empty field when you try to save, a missing category is flagged with can’t be blank, and an amount of zero is rejected with must be greater than 0.
A missing category is flagged when you try to save.
Your spending is on the books: each expense sits on the right tab with its receipt or photos attached, job costs roll up per job with a category breakdown, the summary cards track the totals, and everything is ready to export as CSV, Excel, or a receipts ZIP.
Need more help? If you can't find what you're looking for in our documentation, create a support ticket and our team will assist you.