1. Capture the original.
While safely parked, photograph the complete receipt. Check the vendor, date and total; keep multipage receipts together.
2. Add context.
Record the load or equipment reference and explain unusual charges. Keep general company costs separate.
3. Check the details.
Compare entered or suggested values with the original before approval. Matching amounts alone do not prove a duplicate.
4. Confirm receipt.
A waiting upload is not confirmation the office received it. Keep the saved file and use its retry rather than submitting another copy.
5. Resolve missing items.
Review receipts, mileage and paperwork before finalizing the load. Give each unresolved item a person and next action. Load closeout does not mean an invoice is paid.
6. Separate estimates.
Label maintenance, tire and overhead allowances as planning figures. Check for overlap with actual costs so nothing is counted twice.
See RoadHQ’s expense workflow for capture, review and load closeout.