🛒 Scan Your Supply-House Receipts So Every Part Gets Billed

You stop at the supply house for a contactor on the way to a call. You pay for it, toss the receipt in the door pocket, and a week later you are writing the invoice from memory. The contactor never makes it on the bill. It happens to everybody.

Receipts in Equipment Tracker Pro are there so that stops happening. You take a picture of the receipt when you buy the part, and it is waiting on the invoice when you make it.

Step 1: take a picture of the receipt

Open Invoices & Receipts on the home screen, tap RECEIPTS, then the green +. Choose SCAN A NEW RECEIPT to take the picture, SCAN ONE FROM THE GALLERY if you already took one, or TYPE ONE IN. You can also do it from inside an invoice: + ADD WORK OR RECEIPT has a SCAN button at the top.

The AI reads the store, the date, each line, the tax and the total. Check it over; you can fix anything it got wrong. It needs a signal, because the reading happens online.

Step 2: mark what each line was for

One trip to the supply house is usually more than one job, so each line gets its own mark:

• ▸ Billable: for the customer. These go on their invoice.
• ▸ Business: shop supplies and things you keep. Never billed.
• ▸ Personal: the coffee and the sandwich. Kept separate.

Step 3: choose the location

Pick the location the parts were for under FILED TO LOCATION. That is how the invoice for that building finds them. If you want, you can also attach the receipt to the work order, PM or plan visit it was for.

Step 4: put the parts on the invoice

On that location’s invoice, tap + ADD WORK OR RECEIPT. Your billable parts are listed under SAVED RECEIPTS. Tick them and they become part lines on the invoice.

Parts go on at what you paid. If your shop normally charges a set percentage over cost for parts, like most shops do to cover the trip and the warranty, you can set that once in Settings under PARTS MARKUP (%). Leave it at 0% and parts are billed at cost.

Once a part is on an invoice, it cannot be added to a second one by mistake.

What is free

Typing a receipt in, marking the lines and putting them on an invoice are free. The AI reading uses the 10 free AI scans every account gets, shared with the app’s other AI scanners; after that it is part of Pro. Backing up receipt photos to the cloud and the dashboard’s Receipts page are Pro too.

Receipts are for the account owner and managers, the same people who do the billing.

There is no tax report and no QuickBooks connection. Business lines just stay on the receipt for your own records.

Not the same as the invoice scanner

The app also has an Invoice & Work Order Scanner. That one reads another company’s service paperwork into a unit’s history. The receipt scanner is for parts you bought, so you can bill them on your own invoice.

How many receipts can I scan free?

Every account gets 10 free AI scans in total, shared across the app’s AI scanners. After that the AI reading is Pro. Typing a receipt in is always free.

Can I use a picture I already took?

Yes. SCAN ONE FROM THE GALLERY reads a receipt picture from your phone.

Which invoices see a receipt?

Invoices for the location you filed it to. + ADD WORK OR RECEIPT on one of them lists that receipt’s billable parts.

Do I have to charge more than I paid?

No. Parts are billed at what you paid unless you set a parts markup in Settings.

Does it make a tax report?

No. Business lines stay on each receipt for your records, but there is no tax report.

Jonathan Curtis

HVAC Technician & Founder · Equipment Tracker Pro

Jonathan Curtis is an HVAC technician and the founder of Equipment Tracker Pro. He built the app to solve real problems he encountered in the field, including the daily frustration of faded nameplates and administrative double-entry.