Handbook / The money
Expenses
Money somebody spent out of their own pocket is money the job cost.
Tolls, fuel, a lunch for the crew, a part bought at the counter - anyone can log an expense against a job with a category, a cost code and what it was for. Somebody else approves it: the system refuses self-approval outright, because letting anybody move a job's margin by filing their own receipt is not a control, it is a suggestion.
An expense
Only approved and reimbursed expenses count toward job cost. A submitted one is a claim. The job cost page shows expenses as their own column beside labour, materials and subcontracts, so every dollar is counted exactly once.
Access: Anyone can log their own; reviewing needs billing or reporting access.