Job Costing

What is Job Costing?

Job Costing lets you track time against specific projects, clients, or work orders. This helps you:

• Know where time goes: See exactly how much time is spent on each project
• Bill accurately: Generate reports showing billable hours per client
• Plan better: Use historical data to estimate future projects

Creating Jobs

Jobs represent projects, clients, or work orders that you want to track time against.

How to Create a Job

1. Go to Jobs in the sidebar
2. In the Create Job section, enter the job details name
3. Click + to create a new job

Job Details

Each job has a detail page where you can view metrics, edit information, and manage documents.

Job Metrics

The job detail page displays time tracking metrics at a glance:

Editing Job Name

To rename a job:

1. Open the job's detail page
2. Click the pencil icon next to the job name
3. Type the new name
4. Click the save icon to confirm

Monthly Hour Budget

Set a monthly hour budget to track how much time should be allocated to this job each month:

1. Open the job's detail page
2. Find Monthly Hour Budget in the right column
3. Click the pencil icon to edit
4. Enter the number of hours
5. Click the save icon to confirm

Job Logo

You can upload a logo or image for each job. This helps visually identify jobs.

1. Open the job's detail page
2. Drag and drop an image onto the logo area, or click to select a file
3. The logo appears on the job card

Custom Fields

Custom fields let you store additional information about jobs specific to your business.

Creating Custom Fields

1. Go to Manage Custom Job Fields in the sidebar (under Management)
2. Enter the field name (e.g., "Client Contact", "PO Number", "Location")
3. Click the + button to add the field

Managing Custom Fields

From the Manage Custom Job Fields page, you can:

• Reorder fields: Use the up/down arrows to change display order
• Deactivate fields: Click the X button to hide a field (data is preserved)
• Reactivate fields: Toggle "Show Inactive" and click the checkmark to restore
• Delete fields: Only inactive fields can be permanently deleted
• Display on Job List: Toggle this option to show the field value in the jobs list

Editing Field Values on Jobs

Once created, custom fields appear on every job's detail page under "Job Information":

1. Open a job
2. Find the custom fields in the right column
3. Click the pencil icon next to the field you want to edit
4. Enter the value
5. Click the save icon to confirm

Common Custom Field Examples

• Client Name
• Client Contact Email
• Purchase Order Number
• Project Location/Address
• Contract Value
• Project Manager
• Start Date / Due Date

Budget Tracking

Set a monthly hour budget for jobs to track time allocation and avoid overruns.

Setting a Monthly Hour Budget

1. Open the job's detail page
2. Find Monthly Hour Budget in the right column
3. Click the pencil icon to edit
4. Enter the maximum hours allocated per month
5. Click the save icon to confirm

Viewing Budget Progress

Jobs with budgets appear on your Dashboard with progress bars showing how much of the monthly budget has been used:

• Green: Under 60% of budget
• Yellow: Between 61% and 95%
• Red: Over 95% of budget

Tracking Time to Jobs

Employees can assign their time entries to specific jobs.

Selecting a Job When Starting a Timer

1. Click Start Timer
2. Select a Quick Task
3. In the Job dropdown, select the job
4. Start the timer

Assigning a Job to Manual Entries

1. Add or edit a time entry
2. Select the job from the Job dropdown
3. Save the entry

Changing a Job Assignment

You can change the job on an existing entry:

1. Find the entry on your time card
2. Click Edit
3. Select a different job
4. Save changes

Job Documents & Notes

Attach files and add notes to keep all job-related information in one place.

Uploading Documents

1. Open the job's detail page
2. Scroll to the Job Documents section
3. Drag and Drop a File or Click to open the file dialog
4. Select a file from your computer
5. The file is uploaded and listed

Supported File Types

• PDFs (.pdf)
• Images (.jpg, .png, .gif)
• Documents (.doc, .docx)
• Spreadsheets (.xls, .xlsx)

Adding Notes

Job notes are text entries with timestamps:

1. Open the job's detail page
2. Click Add Note at the top of the page
3. Type your note and click Save

Archiving Jobs

When a job is complete, archive it to keep your active job list clean.

How to Archive

1. Open the job's detail page
2. Click Archive Job
3. Confirm the action

What Happens

• The job no longer appears in the active jobs list
• Employees can't select the job for new time entries
• All historical data is preserved
• The job still appears in reports for past time periods
• You can unarchive the job at any time

Viewing Archived Jobs

1. Go to Jobs
2. Toggle Show Archived
3. Archived jobs appear in the list

Unarchiving a Job

1. Find the archived job
2. Open its detail page
3. Click Unarchive Job
4. The job returns to the active list