Expense Management

Workiz Expense Management helps field service businesses track, categorize, and control every dollar spent in real time. Every purchase—from gas to parts—is automatically logged and can be seamlessly tied to a technician and job for easy reporting and accountability.

Every transaction made with a Workiz Expense Card automatically and instantly appears in your Expense Report. You can see who made the purchase, on which card, if a receipt was uploaded, and if they’ve related the expense to a specific job. The best way to use Workiz Expense Cards is to assign each team member their own card with custom rules. For example, you can control daily or weekly limits for individual techs, restrict the card to specific categories (like fuel or tools), merchants (like Home Depot or Shell gas stations), or general credit limits (per day, week, or month). You set these rules once and we make sure that they are enforced. You can set exception policies so that if a purchase is not inline with a rule, you will get a notification asking if you want to approve a one time exception. Workiz Expense Cards are charge cards, meaning that they must be paid in full every month, which also means that there is no fee or interest (when paid monthly) – making them an excellent way to access short term business credit with zero fees.

There are many. For each card you issue, you can set the daily or weekly spend limit, restrict the card to specific categories (like fuel or tools), merchants (like Home Depot or Shell), or general credit limits (per day, week, or month). You set these rules once and we make sure that they are enforced forever. Any declined purchase will automatically trigger an admin notification for your awareness, and you may choose to approve a one time exception. You can also add your Workiz card to be used for common subscriptions or vendors, like Google Ads or Home Depot, making getting all your spend into your Expense Report easy and automatic.

There is no fee to use the Workiz Cards. As well, the card is typically interest-free because Workiz Expense Cards are charge cards – they need to be paid off monthly with an ACH transfer from your bank.

Workiz cards can be used for any business purchases. Each card can be customized per teammate with its own spend controls, helping you automate policies and protect your cash. Issuing cards is free. Therefore businesses often issue cards for different use cases, like office supplies or marketing budgets, and different cards for their in the field teams.

Yes. When someone makes a purchase using their Workiz card, they can add a receipt and assign it to a job right from the mobile app or desktop. Expenses, associated receipts, and linked jobs can then be viewed from the web app—making it easy to track expenses, report on job costing, and determine your profitability per job.

Yes. Expense data can sync automatically with QuickBooks, saving time on pre-accounting, money on bookkeeping, and reducing human error. You can also export expense reports filtered by cardholder, merchant, category, or job.

Yes, absolutely! You can see every transaction as it happens, along with graphs showing your top spenders and categories. The insights help you flag waste, track spending trends, and better manage your monthly spend. You can also filter your expenses in many ways so you can extract any sort of information you’re looking for. Most team members see only their expenses. Account admins and those with financial data permission will be able to view the expenses of other users.

Yes. Cardholders can upload receipts and assign expenses to jobs directly from the Workiz mobile app, or from their desktops. It’s fast, easy, and keeps your records clean without relying on paper receipts.