For contractors
Site bills booked to the right project
BookMyBills books the bills site teams send on WhatsApp to the right project: it reads the project name written or stamped on the bill, or takes it from the site's WhatsApp group, books materials, site expenses, food, fuel and equipment hire as project costs with 15% VAT, and asks when the project is unclear. Your accountant approves before anything posts.
Why are project bills hard to book?
Site engineers and foremen buy materials, fuel, food and tools every day and send the bills on WhatsApp. The project is often only written by hand on the bill. The accountant has to guess which site each bill belongs to, and project cost reports end up wrong.
How does BookMyBills handle it?
- Your team sends the bill. A photo, PDF or voice note in the WhatsApp group they already use. No app to install.
- BookMyBills reads it. Supplier, VAT number, date, lines, 15% VAT and the right account, ready for review.
- You approve, it posts. One click and the entry is in your books, with the original photo attached.
How does it find the project?
- Written on the bill: a handwritten or stamped project or site name is read and matched to your project list, even with spelling slips
- From the group: a WhatsApp group for one site books its bills to that project
- Asks when unsure: an unknown project name becomes a question: add it as a new project, pick one, or no project
- Overheads stay overheads: bills marked "no project" are not asked again
Which costs does it book to a project?
Materials, site expenses, staff food and water, labour, subcontract, equipment hire and transport, each to its own project cost account, so your project reports show where the money went.
Common questions
How does it handle VAT?
It reads the ZATCA QR and the supplier VAT number, and books 15% input VAT only on a valid tax invoice from a VAT-registered supplier. No VAT number on the bill, or VAT you can't claim (like entertainment or gifts), and the VAT goes to cost instead of input VAT.
What happens when it isn't sure?
It asks in the WhatsApp group, as a reply to that bill. The entry waits under Needs answer until someone replies. It never guesses and posts.
Does it handle returns and supplier credits?
Yes. A purchase return or credit note is booked as a supplier credit against the right supplier, with the VAT reversed, instead of a new bill.
Can it post to the right branch or project?
Yes. Each WhatsApp group can be a branch, and every entry carries its branch and cost centre. Each company is kept fully separate.