--- title: "Processing Receipts from the Field" slug: "processing-receipts-from-the-field" description: "Streamline on-site purchases with Aspire Mobile: send receipt photos, create purchase receipts, and ensure accurate job costing effortlessly." tags: ["Skill Level - 1 (Beginner)", "Role - System Admin", "Role - Account Manager", "Role - Operations Manager", "Type - Task (How-To)"] updated: 2026-09-24T16:00:01Z published: 2026-09-24T16:00:01Z canonical: "guide.youraspire.com/processing-receipts-from-the-field" --- > ## Documentation Index > Fetch the complete documentation index at: https://guide.youraspire.com/llms.txt > Use this file to discover all available pages before exploring further. # Processing Receipts from the Field ## Overview Sometimes crews need to buy materials on-site to finish a job. With a dedicated issue type, crew leaders can send a photo of the receipt from Aspire Mobile. The office then uses it to create a purchase receipt, so the cost lands on the right work ticket. ### Things to know - This workflow uses an issue on the work ticket to deliver the receipt photo. It doesn't create a purchase receipt automatically. Someone in the office still creates the purchase receipt. - Crew leaders can create the issue offline. It's queued and syncs when the device reconnects. - Crews using Aspire Mobile in Spanish or French see the issue type name in that language if you enter one. ## Requirements - **Set up the issue type:** *System Admin* permission. - **Create the purchase receipt:** *Add Receipt* permission to create it, and *Receive Receipt* permission to receive it. ## Step 1: Create the purchase issue type An System Administrator only needs to do this once. Follow these steps to add an issue type crews can select when they send in a receipt. 1. Go to **Administration > Application > Lists**. 2. From the **Select a List** dropdown, select **Issue List**. 3. Select **New**. 4. In the **Issue Type Name** field, enter a clear name, such as *"Purchase from the field"*. 5. Optional: Enter translated names for crews who use Aspire Mobile in another language: - **Issue Type Name Spanish**, for example *"Compra hecha en campo"*. - **Issue Type Name French**. 6. Select **Save**. > [!TIP] > **Tip:** Tell your crew leaders which issue type to use for field purchases, so receipts don't get mixed in with other issues. ## Step 2: Send the receipt from Aspire Mobile Crew leaders follow these steps after buying materials for a job. You can share [Reporting Purchases from the Field](https://guide.youraspire.com/aspire-mobile/docs/recording-purchases-in-the-field) with your crews. 1. Tap **Tickets** in the bottom navigation bar. 2. Tap the work ticket the purchase is for. 3. On the **Work Ticket Details** screen, tap **Open Issues**. 4. Tap **+** to open the **Add New Issue** screen. 5. Tap **Issue Subject**. 6. Select **Purchase from the field** (or the name your company uses). 7. Tap the back arrow to return to **Add New Issue**. 8. Enter a short description, such as the vendor and what you bought. 9. Tap **Upload Image**, then take a photo of the receipt or choose one from your Photos app. 10. Tap **Add Issue**. > [!WARNING] > **Important:** Create the issue from the work ticket the materials were used on. The office uses that ticket to cost the purchase. ### Who's notified When the issue is created, Aspire emails: - The property's Account Owner - The property's Operations Manager - The Route Manager. For issues created in Aspire Mobile, Aspire adds the Route Manager to the issue's **Assigned To** field automatically, if the route has one. - Anyone in the issue's **Assigned To** field Decide which of these people is responsible for turning the receipt into a purchase receipt. ## Step 3: Create the purchase receipt in Aspire The person responsible follows these steps to record the cost against the job. 1. Open the issue email, and select the **Issue #** link to open the issue. Review the receipt photo. 2. Open the **Quick Menu** near the top of the blue side panel, and select **New Purchase**. 3. In the **Branch** field, select the branch the opportunity belongs to. 4. In the **Vendor** field, select the vendor on the receipt. 5. In the **Received** field, enter the purchase date from the receipt. 6. Select the **magnifying glass** next to the **Ticket** field. Select the same work ticket the issue was created on. 7. In the **Purchase Items** section, add each item from the receipt with its quantity and **Est. Unit Price**. Add items that aren't in your catalog as one-time items. 8. Select the **Extra Costs** field, then select **Tax** to add sales tax, so the totals match the receipt. 9. Select the **three-dot menu**, then select **Receive**. Select **Confirm**. > [!NOTE] > **Note:** Receiving the purchase receipt applies the cost to the job on the received date. To save it without receiving, select **Save** instead. 10. Optional: After receiving the purchase receipt, upload and save the receipt photo in the **Attachments** section so it's stored with the purchase receipt. ## Step 4: Complete the issue 1. Go back to the issue. 2. Select **Complete** in the upper-right corner. ## What happens next The materials are costed to the work ticket and show in the job's actuals. You can find the purchase receipt in the Purchasing module and on the work ticket. The completed issue no longer shows in the crew leader's **Open Issues** list. ## Troubleshooting - **The issue type doesn't appear in Aspire Mobile.** Make sure the Issue List item is active. Then have the crew leader use **Force Sync** from the menu. - **The wrong manager was added to the issue.** Remove them from **Assigned To** on the issue in Aspire. ## Related articles - [Reporting Purchases from the Field](https://guide.youraspire.com/aspire-mobile/docs/recording-purchases-in-the-field) (Aspire Mobile) - [Different Ways to Create a Purchase Receipt](https://guide.youraspire.com/docs/en/different-ways-to-create-a-purchase-receipt) - [Create a Purchase Receipt from the Quick Menu](https://guide.youraspire.com/docs/en/create-a-purchase-receipt-from-the-quick-menu) - [Open Issues](https://guide.youraspire.com/aspire-mobile/docs/en/open-issues) (Aspire Mobile) - [Creating an Issue](https://guide.youraspire.com/docs/creating-an-issue) - [Understanding the Application Lists Tab in Administration](https://guide.youraspire.com/docs/admin-list-screens)