PaperMole FAQ

Short answers to what crew and production offices ask most. Something not here, or not working? Tap Report a snag in the app.

Getting in

How do I sign in?

Enter your work email at papermole.app and type the code from the email. There's no password. The code works from the home-screen app; the button in the email opens your browser instead.

Someone sent me a join link.

Open it, put in your email and the code we send, add your name and tap Ask to join. Your producer gets a nudge on Today; once they let you in you get an email and you're ready to capture. Links run out after 14 days, so ask for a fresh one if it says so.

I didn't get the email.

Check junk, then ask for a new code. If you're not on the crew list yet, the sign-in page says so: ask your producer to add you.

How do I put PaperMole on my phone?

iPhone: open papermole.app in Safari, then Share, Add to Home Screen. Android: Chrome offers Install.

Capturing receipts

What's the fastest way to add a receipt?

Tap Capture: the camera opens on the job you're on. Tap the big button and it's taken; take as many as you have. Each one is squared up and cleaned in the background (shadows and glare lifted so faint ink, like a handwritten tip, shows), and the photo as taken is kept too. Tap Done (the stack), say how they were paid, Save, and you're back on Today. To look at one, crop it, retake it or add a page for a long receipt, tap it in the list before you save. Check them there when you have a minute. Keep the app open until it says Saved.

Corners wrong? Crop, then drag a corner or the middle of an edge. Scan (the default) lifts faint ink out of shadow, like a handwritten tip; Colour keeps the colour. Tap any receipt waiting to be saved to check it again. The photo as taken is kept too, under "Photo as taken" in Review.

Can I email receipts instead?

Yes. Forward e-receipts and invoices to the address on Spend, from the email you sign in with. Add the job code to file it straight to the job, like yourname+32089@receipts.papermole.app. Each image or PDF attached becomes a receipt.

Why does an emailed receipt ask how it was paid?

How it was paid decides who pays whom, so PaperMole never guesses it. If the receipt shows a card PaperMole knows, it offers that card as a one-tap answer.

I lost the receipt.

Capture, No receipt: say what it was, what it cost and why there's no docket. A producer approves it, and then it counts like any other receipt.

I left a cash tip that isn't on the receipt.

Add it as a cash tip on the receipt. It's added to what you're owed, or comes out of the float, without changing the receipt's total.

I'm out of signal.

The photo waits on screen. Tap Retry when you're back in range, and keep the app open until it says Saved.

Floats and getting paid back

Where's my float balance?

Floats, then your float. It updates as each receipt is read, in the float's own currency.

How do I get paid back?

Spend shows what you're owed. Tap Claim and your producer marks it paid.

I drove my own car for work.

Log a trip: Capture, "Drove for work? Log a trip", or the Trips tab. Pick the job and your car, say what it was for, and enter the odometer at the start and finish (or the distance). If your car is set up as paid per km, you're paid back at the company's rate once a producer approves it. Fuel for that car isn't paid as well. Company cars are logged for the logbook only.

Can my phone log trips for me?

Yes, on an iPhone. The one-page sheet at papermole.app/car walks you through it: two Shortcuts that run when your phone connects to and disconnects from your car's Bluetooth. Each trip lands in To confirm with the driving distance and a map: pick the job, add the odometer if you can see it, or tap Not work. Only you see it until you confirm it, and only the moment you get in and out is recorded.

Does PaperMole keep an ATO logbook for a company or hire car?

Yes. On the vehicle (Office, Vehicles), start a logbook with the date and the odometer reading, and keep driving for 12 weeks. Every trip logged in that car counts, and each fuel stop's dash photo checks the readings. While it runs, a recorded drive that wasn't work is kept as private kilometres: no places, seen only by the driver. End it with the closing reading and download it for your accountant: the car, the period, every work journey with its odometer readings, total and business kilometres, and the business-use percentage. The ATO accepts a 12-week logbook for five years. Crew's own cars come later.

Why does foreign card spend say est.?

It's converted at the day's rate plus your bank's usual margin until you confirm the real amount. Enter the amount from your statement, or accept the estimate, before you claim.

I used my own card. How does PaperMole know?

Add the last four digits of your own cards in Me (your initial, top right). When a receipt shows one of them, Review offers "your own card" so it's claimed back to you.

For the production office

What do producers see that crew don't?

Every job's spend against budget, by category and by department, Review for the whole team, floats and the exports. Crew see their own receipts and what they're owed.

Why did a receipt land in Review?

PaperMole wasn't sure of something (the note says what), it looks like a duplicate, or it needs a payment method. Everything else files itself.

How do I get the numbers out?

On the job page, Export: Xero bills and journal for the bookkeeper, an Excel workbook, the client PDF pack, or everything in one zip.

Can I delete test receipts or a test job?

Yes. Tick receipts on the job ledger or in Review to delete several at once. Edit job has "Delete this job and everything on it", which needs the job code typed to confirm and refuses anything already exported or paid.

Can crew add themselves?

Yes, with a crew join link. Office, Crew join link: make one for the company or a job and post it in the crew chat. Whoever opens it signs in and asks to join; they show on Today and you let each one in as Crew (or decline). Joiners are always Crew; make someone a Producer on Team afterwards. A link works for anyone who has it for 14 days, and you can copy it again from the same page any time. Replace link, or Turn them all off, shuts the old one.

What does it cost?

A$99 a month, includes two active jobs, A$19 for each extra, crew free. Prices are ex GST. A job counts in any month it's open, so close it at wrap. Between jobs, park your company for A$19 a month and keep your archive, exports and Xero account mapping. The beta's first job is free.

I work for more than one company.

One login does it. Each company adds you with the email you sign in with, and a company switcher appears at the top of the screen. You're crew in one and a producer in another if that's how they've set you up, and each company sees only its own receipts.

Is our data safe?

Each company's data is walled off from every other's in the database itself, there are no passwords to steal, card numbers are never stored, and receipts are kept in Sydney, encrypted and backed up daily. The details, including every outside service that handles your data, are at papermole.app/security.

Which countries does PaperMole work in?

Australia, New Zealand, the UK, Ireland, the US and Canada, each with its own currency, tax and units.