Enabling, Using and Managing Job Costing

Best Suited for:

• Users on the Plus or Pro subscription plans, or the Starter plan with the Job Costing add-on enabled
• Back Office administrators
• Financial managers

Important Information:

• Job costing must be enabled in Company Preferences
• Only users with access permissions can view job costing
• Costs can be added to services, products, drive and labor entries
• Costs can be saved within the product and service catalog and will auto-populate when added to estimates and jobs 

Strategic Workflow:

• Grant access to relevant users in Workforce Management
• Add cost values to services and products
• Track labor and drive time costs
• Add internal or billable expenses
• Review gross profit margin on jobs

Process Description:

1. Turn on Track Costs On Estimates & Jobs
2. Navigate to My Office > Workforce Management
   1. Open the Access Tab of the user profile
   2. Enable job costing visibility for relevant users
3. In the Estimate or Job Charges section, locate the cost column
4. For services, enter the Internal Cost
5. For products, enter the Average Cost
6. Add labor and drive time costs in the Drive & Labor Times section
7. Add expenses and leave Billable unchecked to track job costing
   • Once selecting expenses as Billable, it will remove it as a job cost, since it becomes billable to the customer

Enabling Job Costing in Company Preferences:

1. Go to My Office > Company Preferences
2. Set "Track Costs On Estimates & Jobs" to Yes
3. This feature is only included within the Plus and Pro plans and is available as an add-on to the Starter subscription

Granting Access to Users:

1. Go to My Office > Workforce Management
2. Open the Access Tab of the user profile
3. Enable job costing visibility for users who should have access
   • Set "Allow user to view cost on estimates & jobs" to YES
4. If user is a field worker:
   • Set "Allow user to view cost on estimates & jobs" to YES
   • Set "Allow user to view Estimated Charges (Estimate tab) in the field worker app" to YES
   • Set "Allow user to view Job Charges (Invoice tab) in the field worker app" to YES
   • Set "Allow user to view rate line item pricing in jobs & estimates in field worker app" to YES

Adding One-Time Costs on Services and Products within the specific Estimate or Job:

1. Navigate to a estimate or job
2. Edit the estimate or job
3. Select the Products & Services tab
4. Enter the cost within the cost column

This cost will only apply to this specific estimate or job and will not be carried over to any other estimate or job. This will not affect the cost that is populated within the catalog.

Adding the Average Cost to the Service within the Catalog:

1. Go to My Office > Service Catalog
2. Edit the service by clicking the pencil icon
3. Enter the cost into the Average Cost field
4. Save Changes to save the service

This will not change the cost on past jobs or estimates.  When adding this service to a job or estimate it will auto-populate with the cost.

Adding the Internal Cost to the Product within the Catalog:

1. Go to My Office > Product Catalog
2. Edit the product by clicking the pencil icon
3. Enter the cost within the Internal Cost field
4. Choose Save Product to save changes

This will not change the cost past jobs or estimates.  When adding this product to a job or estimate it will auto-populate with the cost.

Adding Drive and Labor Time Costs:

1. Edit job
2. Select the Drive & Labor Times tab
3. Enter or edit the drive or labor time
   • If cost is enabled it will auto-calculate from the employee’s regular rate within "Workforce Management" - link to Payroll tab workforce Management
   • Can be manually adjusted if needed

Adding Expenses:

1. Edit job
2. Select the Expenses tab
3. Enter the Amount
4. Leave Billable unchecked to keep the cost internal
   • Check Billable to add the expense to the job total