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Job Costs 💰

Overview​

The Job Costs module provides up-to-date visibility of expenditure throughout a job's lifecycle, supporting both operational and financial planning. This robust system helps track costs, manage budgets, and maintain accurate profit forecasts.

Initial Cost Setup 📋​

Quote Integration​

When a job is created from a won opportunity, the system automatically:

  • Imports all costs from the sales quote
  • Establishes initial cost baseline
  • Creates itemised cost entries
  • Assigns cost categories

Cost Categories 📊​

  1. Installation Supplies 📦
  • Cable and connectors
  • Mounting hardware
  • Conduit and trunking
  • Labels and signage
  • Consumable materials
  1. Installation Equipment 🔧
  • Network units
  • Coverage units
  • Routers and switches
  • Signal boosters
  • Mounting brackets
  1. Travel Costs ✈️
  • Mileage claims
  • Accommodation
  • Subsistence
  • Parking fees
  • Public transport
  1. Engineer Expenses 👥
  • Daily allowances
  • Additional hours
  • Special requirements
  • Training costs
  • Certification fees
  1. Labour Costs 👷
  • Sub-contractor time
  • Project management
  1. Other Costs 📝
  • Permits and licenses
  • Insurance requirements
  • Special access equipment
  • External services
  • Contingency funds

Cost Management Responsibilities 📋​

Operations Team Duties​

Initial Review​

  • Verify imported costs
  • Update estimates
  • Add missing items
  • Check categorisation
  • Set spend dates

Ongoing Management​

  • Track cost status
  • Update spent amounts
  • Monitor budget
  • Document variances
  • Forecast requirements

Managing Costs 🔄​

Adding, Editing and Deleting Costs​

Required Information​

  1. Basic Details
  • Cost Description
  • Cost Category
  • Amount (ex VAT)
  • Expected Spend Date
  1. Additional Details
  • PO Number
  • Supplier Details
  • Special Instructions
  • Internal Notes

Creation Process​

  1. Navigate to Costs tab
  2. Click "Add Cost"
  3. Complete required fields
  4. Add supporting details
  5. Save entry

Edit Process​

  1. Select cost entry
  2. Click "Edit"
  3. Update fields
  4. Add change reason
  5. Save modifications

Marking Costs as Spent 💵​

  1. Select cost entry
  2. Click "Mark As Spent"
  3. Verify amount
  4. Confirm date

Cost Deletion ❌​

  • Only unused costs
  • Requires justification
  • Maintains audit trail
  • Archives entry

Deletion Process​

  1. Select cost entry
  2. Choose "Delete"
  3. Provide reason
  4. Confirm action

Cashflow Integration 💸​

Spend Date Management​

Importance​

  • Feeds company cashflow
  • Supports planning
  • Guides procurement
  • Manages suppliers
  • Controls budgets

Best Practices​

  • Set realistic dates
  • Update promptly
  • Track changes

Cost Planning​

Daily Tasks​

  • Review pending costs
  • Update statuses
  • Check budgets

Weekly Reviews​

  • Analyse trends
  • Check variances
  • Update projections
  • Review categories
  • Plan procurement
Remember

Accurate cost management is crucial for project success and company profitability. Regular monitoring and prompt updates ensure effective financial control.

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