How do landscapers track fuel and dump fees in FieldPlexus?

Go to Accounting → Expenses tab and tap the + button. Enter the amount, date, category (Fuel, Dump Fees, Materials, Equipment, Vehicle, and so on), payment method, and optionally a vendor and description. Expenses are designed to log in about 10 seconds from the truck. The Reports tab totals everything for tax time.

How do I track cash payments to day laborers or seasonal crew?

Add each person as an employee under Accounting → Employees with just a name. Then log each cash payment under Accounting → Employee Payments with the amount, date, and method (Cash, Venmo, Zelle, Check, etc.). Tap See Breakdown by Employee to see totals per worker — filter by This Year for 1099 preparation.

Does invoice income automatically show up in the accounting module?

Yes. The moment an invoice is marked as paid, that income appears in Accounting → Income automatically with the invoice number, client, amount, date, and payment method. No copying or manual entry. Cash jobs that did not run through an invoice can still be logged as manual income entries for a complete picture.

Tracking Expenses and Employee Payments

Why the Accounting Module Exists

Revenue alone does not tell you if you are making money. Logging gas, dump fees, materials, and what you paid Mike for a day's work gives you the actual profit picture. It also keeps everything organized for your CPA at tax time.

Location: tap Accounting in the sidebar. Five tabs: Expenses, Employees, Employee Payments, Income, and Reports.

Adding an Expense

Go to Accounting → Expenses tab
Tap the + floating button (on mobile) or Add Expense (on desktop)
Fill in:
- Amount (required): what you paid
- Date (required): defaults to today
- Category (required): Materials, Fuel, Dump Fees, Equipment, Vehicle, etc.
- Payment Method (required): Cash, Business Debit Card, Business Credit Card, Personal Card (will reimburse), Check, Other
- Vendor (optional): Home Depot, Shell, local nursery
- Description (optional): what you bought
Tap Save

Log expenses as they happen. Sitting in the truck after getting gas? 10 seconds to log it beats trying to reconstruct receipts later.

Managing Categories, Vendors, and Payment Methods

Each dropdown has a ⚙️ Manage button right below it. Tap to add new options, hide ones you never use, or delete entries. Hiding keeps the option available but clean — most landscapers only use 4 or 5 expense categories regularly.

Filtering Expenses

Three filter dropdowns at the top: date range, category, and payment method. Date range presets include This Week, This Month, This Quarter, This Year, All Time, and Custom. Filters combine — "Fuel + This Quarter" shows exactly what you spent on fuel last three months.

Adding Employees for Payment Tracking

Before logging a payment, the worker has to exist in the Employees tab. This is separate from the Team page (which is for FieldPlexus user accounts). The Employees tab is for tracking who you pay — day laborers, helpers, regular crew.

Go to Accounting → Employees tab
Tap Add Employee
Enter name (only required field). Phone, email, and notes are optional
Tap Save

Logging an Employee Payment

Go to Accounting → Employee Payments tab
Tap the + button
Select the employee from the dropdown
Enter amount, date, payment method (Cash, Venmo, Zelle, CashApp, Check, Direct Deposit, PayPal, Other)
Add notes if you want
Tap Save

Log payments right after you hand someone cash. End of month, you know exactly what each person was paid.

Seeing the Breakdown by Employee

In Accounting → Employee Payments, tap See Breakdown by Employee. Totals show per person for the filtered date range. Filter to This Year to see annual totals — exactly what your CPA needs for 1099s.

Why Income Just Appears Automatically

When you mark an invoice as paid in FieldPlexus, that income shows up in Accounting → Income immediately. No copying, no double entry. Source shows "Invoice INV-0042" with client, amount, date, and payment method. You cannot edit or delete these from the Income tab — manage them through the invoice. Cash jobs that did not go through an invoice can be added as manual income entries.

Active vs Inactive Employees

Seasonal worker gone for the winter? Edit them and change status to Inactive. They disappear from the payment dropdown but all payment history stays intact. Reactivate when they come back. This preserves the tax records your CPA needs.

Reports for Tax Time

Go to Accounting → Reports for financial summaries, breakdowns, and a CPA export. Run This Year to get the full picture for taxes.

Still have questions? Tap Help in the sidebar and ask the AI product expert — it knows every feature, every button, every workflow in FieldPlexus.