Reimbursement
Bill to Owner for Contractor Paid Costs
APARBooks makes it easy to track and bill expenses those your team covers on behalf of the owner, like permits, licenses, or materials. Stay organized, avoid missed reimbursements, and keep your project finances clean.
Stay Organized
Link reimbursable expenses to the right project for easy tracking and financial management.
No Out-of-Pocket Loss
Get reimbursed for costs outside the contract, preventing personal loss and keeping finances organized.
Clear Transparency
Document every charge and keep all related transactions clear for both the contractor and owner.
Fast Reimbursement
Get faster approvals from the owner by providing detailed breakdowns of reimbursable charges.
Mark Expenses in One Click
With APARBooks, flagging reimbursable expenses takes just one click. Whether permit fees, material purchases, or other owner-covered costs, you can instantly mark them as billable and generate the invoice, no manual tracking or spreadsheet math required.
This automation not only speeds up your workflow but also reduces errors, ensures complete visibility, and keeps your reimbursement records clean and audit-ready. By streamlining the entire process, APARBooks helps contractors and bookkeepers stay focused on the job, not the paperwork.
- Quick expense flagging
- No manual work
- Easy invoicing
- Automated billing
Attach Supporting Documents
APARBooks makes it easy to upload receipts, permits, vendor invoices, and any other supporting documentation directly to each reimbursable expense.
By keeping everything in one place, ensure full transparency for project owners and speed up the reimbursement approval process. No more chasing down paperwork or sorting through email threads. Your documentation stays organized, accessible, and tied to the exact transaction it supports.
This feature helps reduce disputes, ensures compliance, and builds trust between contractors, bookkeepers, and funding parties.
- Upload receipts
- Provide transparency
- Easier approvals
- Document support
Seamless Invoice Generation
With APARBooks, reimbursable expenses marked for billing are instantly converted into clear, professional owner invoices, no extra data entry or manual formatting required.
This feature eliminates the risk of missing or duplicating charges and ensures that every reimbursable cost is billed accurately and on time. By automating invoice creation, APARBooks saves valuable administrative hours, minimizes errors, and keeps your reimbursement process running smoothly from start to finish.
- Automatic invoicing
- No extra work
- Quick generation
- Seamless process
Project-Specific Tracking
APARBooks ensures every reimbursable expense is tied directly to its project, giving you visibility into job specific financials. Whether you're managing a single or multiple projects, each reimbursement is accurately recorded under the correct job, no confusion, no mix-ups.
This level of detail keeps your accounting organized, helps you answer owner questions quickly, and supports accurate reporting for audits and cost analysis. With project-specific tracking, you always know where each dollar goes, making financial oversight easier and more reliable across the board.
- Track projects
- Clear financials
- Linked reimbursements
- Accurate records
Frequently Asked Questions
Feel free to contact us if you have any other questions. Reach us at support@aparbooks.com
Yes. APARBooks allows you to upload supporting documents, like receipts, vendor invoices, or payment proof.
Once you mark an expense as reimbursable, APARBooks can automatically generate an invoice with all the relevant details.
No. APARBooks separates reimbursable expenses from your standard job costs, so they don't affect your budget or profit reporting. These costs are tracked independently and flagged for reimbursement, keeping your project financials accurate.
If an owner issues a partial reimbursement, APARBooks will record the partial payment against the reimbursement invoice. You'll always have a clear view of what's been paid, what's still outstanding, and can follow up accordingly.
No. Reimbursement entries in APARBooks are intended for direct cost recovery only, such as permits, licenses, or materials paid on behalf of the owner. If you need to include overhead, markup, or additional fees, that should be submitted as a change order, not a reimbursement.
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