Cost so far, on the job itself
Until an invoice goes out, the job’s Cost so far counts the hours at cost, the parts, what suppliers billed for the job, and the mileage and receipts on its visits, ex VAT. A part and a supplier’s bill for it are two accounts of one spend. The larger of the two is counted, never both.
What is still On order is listed beside the figure and left out of it. On a fixed-price job, the cost and what is on order are set against the agreed price. On time and materials, the cost is set against what the hours, parts and any agreed charges would bill. A job that costs more than the figure it is set against is marked as over.
An hour with no cost rate or a part with no cost leaves the figure unknown, and the job says so. Once an invoice has gone out, the job shows What this job made instead. There, Counting everything takes in the supplier bills, what is on order, and the mileage and receipts.
Costs by person and by bill
The job’s Costs tab takes the figure apart.
Charged on a bill line matches a part to its line on a supplier’s bill, even after the job is finished. The part is then shown under that line, so what the supplier charged and what was fitted stand side by side. The choice appears once a bill has a line for the job.
- Hours by person: who worked the job, for how long, what that cost and what it charged
- Parts and bills: each supplier bill and each order with a line for the job, then the parts Not on a bill or order
- Against the agreed price: on a fixed-price job, each agreed line beside what was recorded for it at cost, with the difference
Hours, rates, mileage and receipts
Each person has two rates, Charged out at and Costs the firm, each from the date it applies. Add hours on the job records hours by person, as Travel or On site. Each hour is priced at the rates in force on the day it was worked. A rate set later, or a new price in the price book, changes nothing already recorded.
On the job, Mileage and receipts holds the mileage, in kilometres or miles, and the receipts for each visit. A receipt can keep a photo of the paper. Neither reaches an invoice, and both count in what the job cost.
The Timesheet shows everybody’s hours for the week. Approving them is on the bigger plans.
Supplier bills and purchase orders
A supplier bill can start as a photo or a PDF, saved with Keep to type in later. When the bill is entered, each line is charged to a job or left as Van stock. The bill shows Adds up when its lines match the document, or else the difference.
On the bigger plans, Read the bill reads the photo or PDF with AI. It fills the empty boxes and adds the lines it read. Nothing is saved until a person enters or saves the bill.
Purchase orders are on the bigger plans. An order raised from a job offers that job’s parts first, and Send to supplier emails the order as a PDF. Once placed, the order counts on the job as On order. A bill can take an order’s lines, and each arrives with the order’s job, or as Van stock.
Margin on the quote, before it goes out
From its first line, a quote shows What you make beside its price, measured on its cost ex VAT. Each line with a cost recorded shows its own figure and percentage, updated as the price is typed.
A line with no cost recorded makes the quote’s margin Not known, and the quote says how many lines have none. An optional extra with no cost is counted apart.
In Settings, Warn when a job’s margin falls below takes the firm’s own percentage. A quote line or a job under that percentage is marked, and a loss is marked apart.
Job profit and the reports behind it
The reports are under Performance. Each one below covers the period chosen, and its link keeps that period.
A job with a cost missing shows as Not costed in Job profit. By kind of work adds up to the revenue report to the cent.
Job costs and margin, supplier bills and these reports are on every plan.
- Job profit: what each job was invoiced, what it cost, what it made and its margin
- By customer: the same figures, grouped by customer
- Against quote: each job’s quote beside what it was invoiced, with the difference
- By kind of work: turnover ex VAT by the kind of work each job was
- Spend: what each supplier billed, ex VAT
