PocketBoss organizes contractor income, expenses, receipts, invoices, and Project costs. It supports your bookkeeping workflow but does not replace a general ledger, bank reconciliation, payroll, tax preparation, or professional accounting advice.
From $19.99/month. No accounting degree required.
Shoebox full of receipts
Incomplete expense records and a harder accountant handoff
→ Digital expense tracking with photo capture
No idea if profitable
Taking bad jobs, underpricing, cash flow surprises
→ Project profitability from recorded costs and revenue
Tax time panic
Scrambling for documents and paying for cleanup
→ Year-round receipt organization and data exports
Cash flow blindness
Late follow-up and uncertain receivables
→ Invoice status, due dates, and receivables visibility
Manual bookkeeping
Repeated entry and records spread across systems
→ AI receipt capture and simple expense tracking
No financial insights
Bad business decisions, missed opportunities
→ Clear reports that guide decisions
Overpaying Taxes
Missing deductions, poor documentation
Bad Decisions
Taking unprofitable jobs, wrong pricing
Cash Crunches
Surprise shortfalls, credit problems
PocketBoss is built for contractor operations. Use it for source records and field-to-invoice workflows, then sync or export the supported data your accounting process needs.
Record operational income and expenses, attach receipt photos, and use AI OCR to read available receipt fields for your review.
✓ Keep cleaner source records
For Projects, compare the budget with recorded labor, expenses, subcontractor costs, and invoices. Results depend on complete data entry.
✓ Review recorded Project profitability
See who owes what. Track payment status. Optional automatic overdue reminders. Spot aging invoices fast.
✓ Make open balances easier to follow up
Organize receipts and operational expenses, export available reports, or sync supported data with QuickBooks Online. Your accountant decides tax treatment.
✓ Reduce year-end record gathering
Review revenue, expenses, outstanding invoices, time, and Project profitability from the data entered in PocketBoss.
✓ Make smarter business decisions
Already on QuickBooks Online? Sync your PocketBoss data so your books and your field operations stay in step.
✓ Keep your accountant happy
Review open invoices, recently recorded payments, and operational expenses. Bank cash and reconciled balances remain in your accounting or banking system.
Photograph a receipt, review the OCR fields, choose the expense category, and link it to the appropriate Project when applicable.
Review sent invoices, payments, receipts, and Project entries. PocketBoss organizes operational records; it does not reconcile or close your books.
Review Project profitability and revenue or expense views using the costs and payments your team actually recorded.
Export supported operational reports or sync supported data to QuickBooks Online. Your accountant calculates taxes and determines deductions.
Share the available records with your bookkeeper or CPA. Confirm completeness and retention requirements with that professional.
Clear
Financial picture
Better
Business decisions
Cleaner
Accountant handoff
Less
Stress
| Feature | PocketBoss | Manual/Spreadsheets | QuickBooks |
|---|---|---|---|
| Primary purpose | Contractor operations | Professional bookkeeping | General-ledger accounting |
| Monthly cost | From $19.99/month | Bookkeeper fees add up | Tiered plans plus add-ons |
| Workflow | Jobs, Projects, invoices, expenses | Records and reconciliation | Books, reports, tax support |
| Project costing | Budgets, labor, expenses, invoices | Depends on process | Available by plan and setup |
| Receipt capture | Photo and OCR review | Depends on process | Available features vary |
| Tax workflow | Source records and exports | Professional preparation support | Accounting records and reports |
| Receivables view | Open and overdue invoices | Depends on cadence | Accounting reports |
| Mobile access | Native iOS and Android apps plus web | Depends on provider | Web and mobile app |
| Contractor focus | ✓ Built for trades | Generic | Generic business |
| Support | Email support included | Accountant fees | Varies by plan |
Enter Relevant Costs
Record labor, expenses, and accepted subcontractor costs against the Project. Add overhead only if your process records it.
Current Profitability View
Compare entered costs with linked invoices as the Project record develops.
Historical Analysis
Use completed Project records as one input when reviewing future estimates.
Better Estimates
Compare prior recorded inputs with new scope and field conditions before setting a price.
This arithmetic is an example, not a PocketBoss customer result. The profitability view depends on complete, correctly categorized inputs and does not replace reconciled accounting.
Good source records can make tax preparation easier, but PocketBoss does not determine deductibility, calculate tax, or guarantee savings. Have a qualified tax professional review your records.
Track equipment costs, service agreements, seasonal fluctuations
Material markups, emergency rates, fixture inventory
Wire & component tracking, panel costs, permit fees
Subcontractor payments, retainage, progress billing
Material waste factors, warranty reserves, weather delays
Seasonal income, equipment depreciation, material costs
Paint inventory, labor rates, square footage pricing
Mixed service types, small job tracking, hourly vs fixed
Every business needs an appropriate bookkeeping and tax process. PocketBoss can supply contractor operational records, but it is not a general ledger or a substitute for the accounting system and professional advice your business requires.
QuickBooks Online is accounting software. PocketBoss is contractor-operations software for customers, Jobs, Projects, schedules, time, estimates, invoices, payments, and entered expenses. Many businesses can use both through the QuickBooks Online sync.
Ask your accountant which records and format they require. PocketBoss provides supported CSV and PDF exports and a QuickBooks Online sync, but those operational reports do not replace general-ledger or tax reports.
Upload a receipt photo, review the fields AI OCR can read, correct anything it missed, choose the category, and link the expense to a Project when appropriate. Keep the original record according to your accountant's retention advice.
Yes. A Project can compare its budget with recorded labor, expenses, subcontractor costs, and invoices. The result is only as accurate as the data entered and is not a substitute for reconciled accounting profit.
Yes. PocketBoss includes a QuickBooks Online sync for supported customer, paid-invoice, and payment data. Keep QuickBooks or another system for the general ledger, reconciliation, tax, payroll, and other accounting controls you need.
Setup depends on your customer data, services, team permissions, Project workflow, and integrations. PocketBoss itself does not require a chart of accounts because it is not a general-ledger system.
PocketBoss can help organize receipts and expense records, but it cannot determine whether an item is deductible or guarantee tax savings. Have a qualified tax professional classify expenses and calculate your tax.
Yes. Start with the current 14-day trial and evaluate the operational workflows and integrations your business needs before subscribing.
The value depends on which customer, Job, Project, schedule, time, estimate, invoice, payment, expense, and reporting workflows it replaces for your team. Do not base the decision on promised tax savings.
Receipt photos, mileage records, expense categories, exports, and QuickBooks sync can give your tax professional cleaner source data to review.
Compare estimate assumptions with Project labor, expenses, subcontractor costs, and invoices where your team recorded complete data.
Review open and overdue invoices, payment status, and due dates. Bank balances, forecasting, and reconciliation remain in your accounting or banking system.
Keep field receipts, Project entries, invoices, and payment records in a consistent workflow so there is less information to reconstruct later.
From $19.99/month, connect contractor operations with cleaner financial source records while keeping formal accounting in the right system.
Track the operational details behind customers, Jobs, Projects, invoices, payments, receipts, and expenses, then hand supported data to your bookkeeping process.
From $19.99/month. No accounting degree required. Cancel anytime.
Need the collections side too? Read the contractor cash-flow guide.
Written by Blake McAmis, Founder of PocketBoss
Learned the hard way that poor accounting kills contractor businesses. Built PocketBoss to make financial management simple and accessible for all contractors.
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