Tracking costs on a job

Understand where labor and material costs come from and how to read the numbers on the job page.

Where costs come from

Costs on a job are not typed in by hand. They arrive from two places, which is why the margin moves during the week instead of at the end of it.

  • Labor — hours logged against the job, costed at the hourly rate on the crew record
  • Materials — receipts attached to the job

Labor

A worker picks the job and clocks in, from the iOS app or the web time clock. When the shift ends, the entry goes to your timesheets for review. Reviewing is how you catch a long day or a missing clock-out before it turns into payroll.

  1. Click Timesheets in the sidebar.
  2. Open the approvals screen.
  3. Look at the flagged entries first — long days and missing clock-outs are called out with a reason.
  4. Approve or reject each entry, or approve the whole queue at once.

Materials

Receipts post as materials. On the phone, crew photograph the receipt at the counter and the vendor, amount, and date are read back automatically. On the web you add one yourself and can upload the photo to fill the fields.

  1. Click Receipts in the sidebar, then create a new receipt.
  2. Upload the photo if you have one, and check what it reads back.
  3. Pick the job and a category such as Materials, Lumber, or Equipment rental.
  4. Click Save receipt.

Scanning is a head start, not gospel. Check the amount and the vendor before you save.

Reading the job page

  • Contract value, Spent to date, Projected margin, and Hours logged sit across the top
  • The budget bar shows spend against contract value, split into labor and materials
  • The Costs tab breaks those two out as a share of total spend
  • The Time and Receipts tabs list every entry behind the numbers

The bar and the margin change colour as the job gets tight, so you can see a problem from across the yard while change orders are still possible.

If a number looks wrong

  • Margin shows a dash — the job has no contract value. Add one on the edit screen.
  • Costs look low — check for receipts with no job attached. The dashboard and the Receipts item in the sidebar both flag those.
  • Hours look low — check whether the worker was assigned to this job, and whether they clocked out.
  • Labor is zero — check that the crew member has an hourly rate on their record.

Still stuck?

Message the team — we usually reply within a few hours.

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