Process Project Receipts with Octopodi

Crew members frequently incur expenses while working on-site, such as parking tickets, fuel, meals, or public transport. Traditionally, collecting these expenses and passing them on to the accounting team involves manual chasing, emailing, and local file management.
SquidWeb streamlines this workflow by connecting the mobile app, Project Documents, and Octopodi. Crew members upload expense documents directly from their mobile devices while in the field. These attachments automatically appear in the project’s document section, allowing office teams to process them instantly with Octopodi without switching contexts or downloading files manually.

Requirements:

Before processing project receipts, ensure that:

• Crew members have access to the mobile app to upload expense documents.
• Uploaded files are correctly stored in the project’s Project Documents section.
• Your user role has permissions to create and review receipts within the project’s company context.

Uploading Receipts from the field:

Crew members can capture and upload receipts on the go directly from their smartphones.

1. Open the mobile app while on-site or after completing an expense.
2. Select and upload the expense document (such as parking tickets, fuel receipts, or hotel invoices).
3. The file is instantly transmitted and stored securely within the relevant project’s Project Documents section.

Processing the Receipt with Octopodi

Once the document is uploaded by the crew member, office users can process it directly from the project workspace.

1. Open the project inside SquidWeb and navigate to Project Documents.
2. Locate the uploaded receipt in the list of project files.
3. Open the document’s action menu.
4. Select Create receipt with Octopodi.
5. Octopodi automatically analyzes the document, extracts the available information, and populates a new draft receipt.

Reviewing the Receipt

After processing is complete, SquidWeb generates a Draft Receipt.

• The extracted data is automatically filled in, while the original mobile upload remains attached for easy verification.
• Office users review the extracted information against the original file to ensure accuracy.
• Once verified, the accountant can approve or reject the receipt according to the company’s standard accounting workflow.

Benefits

Processing project receipts from project documents helps teams to:

• Enable seamless mobile expense submissions for field crew members.
• Maintain centralised project documents without scattered local files.
• Speed up expense handling and reduce manual data entry.
• Eliminate unnecessary file downloads before starting the receipt workflow.
• Keep full control over approvals with human-in-the-loop review.

Flexible Workflow

Every company handles project expenses differently. The receipt creation process can be configured to match your specific organizational requirements, including validation rules, custom approval steps, and automations. SquidWeb Support can assist in tailoring the workflow to fit your business needs.

Video Tutorial

Watch the video below to see how crew members upload receipts via mobile and how office users process them instantly using Octopodi from Project Documents.