When the user clicks into a client's name, the detail page shows with the detailed report of expenses made on the project:
Client name + address
Project name with a dropdown of other projects of the same client and a button to add more projects
Project status (you can change the status from the dropdown)
The Job Costing “stats” (your job health dashboard)
Each major category is shown as a circular chart, and it displays:
How much of the estimate/budget is used
How much remains
estimated vs actual numbers below the circle
What each circle means
Payments: updates automatically from invoices; shows estimated vs received and remaining.
Material Cost: estimated materials cost vs actual materials spent, and the budget left or over to spend on the project.
Subcontractor Cost: Like material cost, it shows estimated versus actual subcontractor expenses and the remaining balance.
Man Hours: This tracks the number of hours given in the estimate versus actual hours worked, with leftover hours showing how many remain. Labor tracking operates slightly differently than materials or equipment, as it relies on employee Timesheets rather than expenses. Actual man-hours and labor costs are pulled directly from employee timesheets, based on exactly who worked on the job and on what dates. To know more about man hours & labor cost checkout timesheet & time tracking.
Labor Cost: Displays the estimated cost of labor, the actual labor cost, and the remaining budget. You might notice a difference between the percentages of actual man-hours used and actual labor costs spent. This happens because initial estimates use an average cost per hour (e.g., estimating labor at a flat $25/hour). However, when the job actually takes place months later, the specific employees working on the project may have different, actual pay rates that vary from that initial $25/hour average. Job Costing accurately reflects these real-world pay rates.
Equipment Cost: estimated vs actual equipment spend
Gross Profit: This is the profit before overhead costs, calculated as the difference between total revenue and estimated cost.
Overhead Cost: Displays the actual overhead expenses (e.g., admin costs).
Net Profit: After subtracting overhead from gross profit, we see the net profit.
Note: These profit numbers represent your profit right now, based on what has been paid and spent to date. Once the job is completely finished, you should re-evaluate this section to see the finalized actual profit made on the project.
Adding Expenses in Job Costing (Project Level)
On the Job Costing detail page (inside a project), users can view all financial stats such as material cost, labor, profit, and more.
If the user wants to add additional expenses, they can do so directly from this page using the Add Expense button.
How to Add an Expense
Click Add Expense located beside the filter section
Clicking it opens a sidebar
Fill Expense Details
The sidebar will include the following fields:
Description → Details about the expense
Amount → Total expense amount
Date → Date of the expense
Expense Category
User must select the type of expense:
Material Cost
Subcontractor Cost
Equipment Cost
Vendor / Subcontractor Selection (This field changes dynamically based on expense category)
If Material or Equipment is selected: User selects a Vendor
If Subcontractor is selected: User selects from the Subcontractor list
Attachment Upload (User can upload files such as)
Receipts
Site photos
Documents
Notes → Add any additional details about the expense
Click Next to allocate the project to the expense
After allocating project, click "Next", a pop-up will appear to allocate the expense
Allocate Expense: User must choose where to assign the expense:
Overall Project: Expense applies to the entire project
Specific Line Item / Task: Expense is linked to a particular line item or cost item
For detailed Expense management, click here.
Important Note (Very Important)
If an expense is added after the estimate has been approved and the project has started, then it will affect profit calculations
Why?
These expenses were not included in the original estimate
They reduce your actual profit margins
Best Practice
To maintain accurate profit tracking, instead of adding late expenses directly, use Change Order in the Estimate. This will automatically manage the cost and profit in the Job Costing.