In this instructional video, Sachin Sharma, founder of ProcureDesk, addresses the common challenge faced by construction company controllers: missing, damaged, or unreadable receipts from field crews. He outlines four practical steps to eliminate the problem: (1) replace paper packing slips with a mobile app that captures images of the slip; (2) also photograph the actual delivered product to provide visual proof; (3) integrate these digital receipts with an accounting system—highlighting QuickBooks' lack of three‑way matching and recommending ProcureDesk to capture purchase orders, receipts, and invoices for proper matching; and (4) adopt a best‑practice habit of creating receipts within 30 minutes of delivery. Sharma concludes with a call‑to‑action, inviting viewers to schedule a demo with a product specialist. The video combines problem framing, a technology‑driven solution, workflow tips, and a product pitch aimed at construction industry finance teams.
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If you are a controller of a construction company, you might be dealing with missing receipts. If you are, then this video is for you. So a typical problem with companies who have crews in the field is either receipts are missing, you get them with coffee stains on them, it's very hard to read, understand what was actually received and so on. So in this video I'm going to show you how to solve that problem. If you are joining me for the first time, welcome. My name is Sachin Sharma. I am the founder of procuredesk where we help growing companies automate permit their procurement and AP process. So let's get started. Number one reason is paper is messy, right? So you gotta take the packing slip from the material that you have received, then you gotta scan it or at least, you know, keep it at one single place and then just send it to the back office for them to process. And if you're dealing with a lot of receipts, you have multiple projects, multiple sites. This becomes a problem. So how do you go about solving that? The easy way to fix that is use a solution or a purchasing system like ProCare Desk that has a mobile app along with it. So let's talk about how mobile app helps, right? There are two things you can do with the mobile app. Number one is you can take the picture of the backing slip and create the receipt from your phone. So you don't have to wait for to go to a system, call somebody and say I received it, right? You could just do that, right? And then take a picture update what quant qt you received. So that's number one. Number two is not only you can take the picture of the packing slip, you can also take the picture of the product that was actually received. So later if there is any confusion or any discussion with the vendor on what was delivered, whether it was broken or not, and things like that, you have a proof to go back to and easily compare, right? So do these two things. You know, take the picture of the tracking slip, but take the picture of the actual product that was delivered. So that's how you solve the missing receipts problem. The fourth thing you should do is update your receipts with your accounting system. If you're using QuickBooks it might be hard to do it because QuickBooks natively doesn't support like a three way match process. So you could use a procurement system like ProcureDesk to capture your purchase orders, receipts and invoices. So you have three different documents that you can compare and run a three way match. So those are, I would say four things that you need to do to make sure that you have the receipts in place. Now, one bonus tip I want to kind of mention here, which we have seen best in class companies doing, is they create receipts within 30 minutes of receiving the product. As soon as the product is received, they're not waiting for, you know, somebody to just take a picture or, you know, keep the packing slip somewhere else. Within 30 minutes, it's created. That way, they have it in the system and they can run a three way match. That's how you can run your operation efficiently. Hope you like this video. If you're struggling with receipts matching or not having receipts for three way match, use the link below to schedule a time with our product specialist and we'll walk you through how we can solve this for you. Thanks for joining me today and I'll see you in the next video.
