Filed at the Pump, Not on the Last Saturday
The engineer photographs the bill and picks a head. Diesel, against the Peenya service call. Amount, date and the customer take him four fields, standing where he paid.
Out of a shirt pocket on the 19th
A supervisor pays the tempo in cash on the 2nd and remembers it seventeen days later. The slips come out folded and soft. By then the owner has already been told a figure for the month, and the figure was wrong.
What a claim carries
The bill itself
Photographed at the counter. A faded thermal slip is far easier to read on the day it was printed than three weeks afterwards.
Four fields
Date, amount, vendor and head. Ask for more and a man standing at a site gate will simply not do it.
The head you already use
Diesel, site labour, packing, courier, lodging, brokerage, AMC. Your accountant’s heads, not a standard list somebody has to translate.
Tagged to what caused it
The site, job, vehicle, branch or customer it belongs to, chosen when the claim is made rather than guessed at month end.
What happens next
- Approval by your rule, so small claims trouble nobody
- GST on the bill captured where the bill carries it
- Advances adjusted before anything new is paid out
- His own screen showing status, so accounts is not asked twice
- The bill image a click away from every line, months later
Frequently asked questions
Does he need to install an app?
No. It opens in a phone browser and uses the phone’s own camera. Field staff learn it in about ten minutes, mostly because there is not much to learn.
What if he has no bill at all?
Then he says so and claims it as such. Auto fares and coolie charges often come with nothing. Your policy decides what is allowed without a bill, and the claim carries that mark so nobody has to remember which ones they were.
Can he claim something he spent last month?
Yes, and the date on the claim is the date he spent, not the date he filed. Claims pending beyond the days you allow show up as a report, by person and by approver.
Can accounts enter a claim for a man who will not use a phone?
Yes. The accounts assistant enters it and attaches the photograph he sent on WhatsApp. It is a step backwards, and it still beats a shoebox of taxi bills.
Tell us what you need.
Send a short brief and one of our engineers will come back to you — usually the same day.
- No obligation
- We reply the same working day
- Your details stay private