Scan Receipts to Auto-Fill Your HVAC Bookkeeping
Every parts run, fuel stop, and supplier pickup leaves a paper receipt that eventually has to become a line in your books. R-Pro is two powerful tools working as one: a field app that captures receipts by photo and reads them on the spot, and an office ERP that turns those scans into real accounting entries. Field and office, together — so the receipt you photographed at the counter is already in your books by the time you're back at the truck.
Capture the receipt in the field — one photo, no typing
- Snap a photo of a supplier receipt, parts invoice, or fuel slip right at the counter — R-Pro reads the vendor name, line items, quantities, and totals automatically.
- Works fully offline: scan receipts in a basement plant room or a job site with no signal, and the data is captured locally until you're back online.
- Review the extracted fields before saving — every scanned value stays editable, so a smudged total or odd line item is a quick tap to correct, not a re-entry.
- Attach the scan to the customer and job you're already working, so the cost lands against the right service record instead of a loose pile of paper.
- The same scanner reads equipment nameplates too, so capturing model and serial alongside the receipt is part of the same on-site flow.
Land it in real books in the office ERP
- Scanned receipts become proper purchase or expense entries — vendor, amount, and category — in the office accounting module, not just stored images.
- New suppliers from a receipt drop straight into your supplier list, building your purchase-order and customer-ledger history as you go.
- Set your OWN country's tax — name it VAT, GST, or sales tax and set your rate — and R-Pro applies it correctly to each captured cost.
- Costs flow into the full picture: sales, purchases, and expenses roll up into net profit, with reports you can actually hand to an accountant.
- Inventory and purchase orders stay in sync, so parts bought on a scanned receipt reconcile against what you ordered and what's on the shelf.
One workflow — the receipt you scan is the entry in your books
- Field and office share one data layer, so a receipt scanned on site auto-fills the office books with no second round of data entry.
- No double entry, no end-of-month shoebox: the cost is logged against the job and posted to accounting the moment you save it.
- Because the scan ties to the customer and job, each service record carries its true cost — you see real margin per job, not guesswork.
- Both halves run on one subscription in 10 languages, so the technician scanning at the counter and the office closing the books work from the same numbers.
- The result is bookkeeping that's already done by the time you're driving to the next call — receipts in, books up to date, nothing left to retype.
Scan once. Booked everywhere.
R-Pro pairs a field app that scans receipts on site with an office ERP that turns them into real accounting entries — two powerful tools, one subscription, no double entry. Put your receipts to work in the field and the office together.
Get R-Pro →FAQ
Is R-Pro a field app or an office accounting program?
Both — and they're equal. R-Pro is two powerful tools used together: a field app that scans receipts and nameplates, runs AI fault diagnosis, and issues receipts on site, and an office ERP that handles quotes, invoices, accounting, inventory, and suppliers. The receipt you scan in the field flows into the office books automatically, but each tool is strong on its own.
Can I set my own country's tax on scanned costs?
Yes. You name the tax yourself — VAT, GST, sales tax, or whatever applies where you work — and set your own rate. R-Pro applies it to scanned receipts and every other accounting entry, so your books and tax invoices match your country's rules.
Do I have to retype anything after scanning a receipt?
No. R-Pro reads the vendor, line items, and totals from the photo and auto-fills the entry. Every field stays editable so you can fix anything the photo got wrong, then it posts to your books — there's no separate manual entry step in the office.
What if I'm scanning receipts where there's no internet?
The field app works fully offline. You can scan and capture receipts in a no-signal basement or remote site, and the data is held locally. Once you're back online, it syncs into the office ERP and lands in your accounting automatically.