Expense Tracker Portal
Track receipts, submit claims, sync to Xero
Total Reports
Pending Approval
Approved
Total Claimed
Newman Site Visit - Dec 2024
15 Dec 2024 • 4 items
PPE Replacement Q4
20 Dec 2024 • 4 items
Training Course - Confined Spaces
26 Dec 2024 • 3 items
Pending Reimbursement
1 reports awaiting approval
Ask me about:
- • GST calculations
- • Receipt requirements
- • Expense categories
- • Approval workflow
Manual Expense Reports (6+ hours/fortnight)
- •Collect crumpled receipts from wallet, glovebox, pockets
- •Scan/photograph each receipt, save to folder with cryptic names
- •Open Excel template, manually enter each expense line by line
- •Calculate GST for each item - is fuel GST inclusive? Check ATO rules
- •Allocate to project codes - which code was that Newman job again?
- •Email spreadsheet + 15 receipt images to manager for approval
- •Manager prints, signs, scans back - wait 2 weeks for reimbursement
- •Finance queries missing receipt - dig through emails to find it
DrilLedger Expense Tracker (30 minutes/fortnight)
- •Snap receipt photo on phone - AI extracts vendor, amount, GST automatically
- •Select category from dropdown - system suggests based on vendor
- •GST auto-calculated: fuel 1/11th, accommodation GST-free, meals mixed
- •Project code auto-suggested based on your current site assignment
- •One-click submit - manager gets notification, approves on phone
- •Ask AI: “What's claimable for FIFO meals?” - instant ATO-compliant answer
- •All receipts stored digitally - searchable, never lost
- •Reimbursement in 3-5 days, not 2-3 weeks
Smart Receipt Capture
Photo receipt, AI extracts all details. Vendor, amount, date, GST - no manual typing required.
Auto GST Calculation
System knows GST rules for each category. Fuel, accommodation, meals - all calculated correctly for BAS.
One-Click Approval
Manager gets notification, reviews on phone, approves in 30 seconds. No printing, signing, scanning.
AI Expense Assistant
Ask “Can I claim this?” or “What's the meal allowance?” - AI knows ATO rules and company policy.
Common FIFO Expense Categories
Travel
- • Fuel (1/11th GST)
- • Tolls
- • Parking
- • Taxi/Uber
- • Mileage claims
Accommodation
- • Hotels (GST-free)
- • Motels
- • Serviced apartments
- • Airbnb
- • Camp allowance
Meals
- • Breakfast
- • Lunch
- • Dinner
- • Per diem rates
- • Reasonable limits
Work Supplies
- • Safety gear
- • Tools (under $300)
- • Phone/data
- • Office supplies
- • Training materials
Annual Expense Management Savings
in reduced processing time + prevented fraud/errors
The Hidden Cost of Manual Expense Processing
Receipt Collection
Lost receipts, missing claims
Processing Time
Per expense report
Approval Delays
Chasing managers, lost emails
Fraud/Error Risk
Duplicate claims, inflated amounts
Time Savings
Single Expense Entry
90% faster
Fortnightly Report
92% faster
Annual Time Saved
@ $40/hr = $2,860
With Expense Tracker Portal
GST calculation
Receipt capture
Xero sync
Audit trail
Total Annual Value
Admin time savings + recovered lost claims + prevented fraud/errors
per year
Note: Figures based on typical WA mining contractor with 10-30 employees submitting expenses. Fraud/error prevention based on industry averages for manual vs automated expense processing. Actual savings vary based on expense volume and current processes.