Construction Job Site Expense Log

Managing construction project expenses across multiple job sites can be challenging, especially when you're juggling material costs, equipment rentals, subcontractor payments, and documentation requirements. This Construction Job Site Expense Log template from Paperform helps contractors, project managers, and construction companies maintain accurate records of every dollar spent on the job.

Built specifically for the construction industry, this template captures everything from lumber and concrete purchases to heavy equipment rentals and subcontractor labor costs. The integrated photo upload feature lets your team document receipts, materials delivered, and work completed—creating a complete audit trail for each expense.

Whether you're a general contractor managing multiple builds, a subcontractor tracking billable expenses, or a project manager responsible for staying within budget, this form streamlines the entire expense logging process. Team members can submit expenses directly from the job site using their mobile devices, eliminating paper receipts and end-of-week spreadsheet marathons.

The form automatically calculates totals and can be connected to your accounting software through Stepper (stepper.io), Paperform's AI-native workflow builder. Set up automations to route expense approvals to project managers, sync data to QuickBooks or Xero, and trigger reimbursement processes—all without manual data entry.

With conditional logic built in, the form adapts based on expense type, showing relevant fields for equipment rentals (rental period, vendor details) or subcontractor fees (trade, hours worked, rate) only when needed. This keeps the form clean and fast to complete, even on busy job sites.

For construction firms managing multiple projects or clients, Paperform's Agency+ plan lets you create separate expense logs for each job site while maintaining centralized reporting. Plus, with SOC 2 Type II compliance and secure cloud storage, all your expense documentation stays protected and accessible for tax time, client billing, or project audits.