Staff photograph the receipt in the Fieldmaster Pocket app and AI fills in the claim: vendor, invoice number, date, line items, VAT and total. Duplicate receipts are caught automatically, approvals follow your limits, and finance sees what each person has been given, has spent and is still owed.
The problem
Petty cash usually runs on paper: receipts stapled to a voucher, a spreadsheet in the accounts office, and cash handed out against a signature. Receipts fade or go missing, the same bill can be claimed twice, and nobody can say quickly how much each person is still holding.
Company cards are harder still. The statement arrives at month end, and finance has to chase the cardholder for a receipt behind every line.
How it works
The employee takes one photo. The platform turns it into a checked, approved and coded claim.
In the Pocket app, the employee photographs the receipt, stamped with the time and GPS location.
AI reads the vendor, invoice number, date, line items, VAT and total, and suggests the category.
Each claim is checked against recent ones, and a receipt that was already submitted is rejected.
Small amounts can skip approval by category. The rest go to the approver, who can approve in bulk.
Finance records each transfer, and every person’s balance shows what they were given, spent and are owed.
AI receipt reading
There is no form to type. The vendor, invoice number, date, line items, VAT and total are read from the photo, in any of ten currencies, and the employee checks them before submitting. A photo that isn’t a receipt is turned away. A voice note can explain the purchase, and it’s transcribed.
Each business unit has its own expense categories, each with its GL account and cost centre, so every claim is coded for your accounts as it comes in. A business unit can also require receipts to be photographed inside its own area.
Company cards
Purchases on a company card are submitted the same way and marked as paid by card, so they never count towards what the company owes the employee.
When the statement arrives, finance uploads the PDF. Each transaction is matched to a submitted receipt by amount and date, and anything without one is flagged as a missing receipt. One click sends the cardholder the list of receipts still to submit.
What changes
Each claim carries the photo it came from, the checks it passed and who approved it. That is what stops lost receipts, double claims and month-end guesswork.
| Paper petty cash | With Fieldmaster | |
|---|---|---|
| Receipts | Paper petty cash Stapled to a voucher, faded or lost. | With Fieldmaster Photographed at the time of purchase, with the time and GPS location. |
| Entering the claim | Paper petty cash Typed up by hand, often days later. | With Fieldmaster Read from the photo by AI, then checked by the employee. |
| Duplicate claims | Paper petty cash Spotted only if someone remembers the bill. | With Fieldmaster Checked automatically against recent claims, even when the receipt is read slightly differently. |
| Approvals | Paper petty cash Every claim waits for a signature. | With Fieldmaster Small amounts skip approval by category, and the rest can be approved in bulk. |
| Who holds what | Paper petty cash Worked out in a spreadsheet at month end. | With Fieldmaster Each person’s balance: transferred, approved, awaiting approval and still owed. |
| Company card statements | Paper petty cash Chased line by line for receipts. | With Fieldmaster Matched to receipts automatically, with missing ones sent to the cardholder. |
Built in
Petty cash runs in the same Pocket app your teams already use for their field work.
Every receipt is photographed in the app, stamped with the time and GPS location.
Staff can explain a purchase by voice, and the note is transcribed.
Each business unit sets which categories need approval, and above what amount.
Submitters, approvers and disbursers are set per business unit, so each sees only their own.
Net payable, approved but unpaid, awaiting approval, card spend and spend by category.
Every category carries its GL account and cost centre, and the expense list exports to Excel.
FAQ
Software that replaces paper petty cash vouchers and spreadsheets. In Fieldmaster, staff submit expenses from a receipt photo, approvers approve them on the web, and finance records disbursements and sees each person’s balance.
The vendor name and VAT number, the invoice number, the date, each line item, the VAT and the total, and it suggests one of your expense categories. The employee checks the details before submitting.
For receipts in Omani rials, AI reads the VAT on each line and in total, and the vendor’s VAT number, which is checked against the Omani format. VAT rules for other countries can be added as part of your setup.
They are submitted the same way and marked as paid by company card, so they are kept out of what the company owes the employee. When the statement arrives, its transactions are matched to these receipts, and the cardholder is told about any receipt still missing.
Receipts can be in Omani rials, UAE dirhams, Saudi riyals, Qatari riyals, Kuwaiti dinars, Bahraini dinars, US dollars, euros, pounds sterling or Indian rupees.
Every expense category carries its GL account and cost centre, and the expense list exports to Excel. A direct connection to your ERP or accounting system can be set up as part of your project.
