Costs
Overview
The Costs screen adds up what your finished work cost over a period – labour, drive time, materials, expenses and mileage – and sets it beside what that work earned. Owners and managers find it under Money in the web sidebar, and under More in the mobile app.
Plan availability: Costs is on the Business plans (and Enterprise). See Billing & Plans.
At the top are three figures for the period: Spent, Earned and Left over, with the number of completed jobs behind them. Nothing here needs approving; receipts are reviewed in Expenses.
Choosing a period
Pick a Period – Last 30 days, This month, Last month, This quarter, Year to date, or Custom dates. The page opens on the last 30 days, the same as Profitability. There is no all-time option.
Day by day
One row for each day work finished on, with jobs, each cost, Spent, Earned and Left over. A crew’s return to base is counted on the day it was driven. Periods longer than 45 days are grouped by week, and longer than a year by month.
Where it went
The spend is split into up to five buckets, largest first:
- Labour – crew time on site (pauses excluded), at each member’s hourly rate.
- Drive – the same rates applied to the time between on-my-way and starting the job.
- Materials – the cost of the job’s line items.
- Expenses – expenses logged against the job.
- Mileage – the mileage entries of the jobs, plus each crew’s return to base in the period.
Beside each amount is its share of sales: what it took out of what the work earned. A bucket with nothing spent in it is left out.
Labour: paid against attributed
- Paid to the crew – every attendance shift in the period, at each person’s rate. It is the same arithmetic Timesheets uses.
- Landed on jobs – the labour and drive time that finished jobs absorbed.
- Not attributed to a job – the difference.
A job only absorbs the time between its start and its finish, so breaks, travel between stops, loading up before the first visit, and work on jobs that have not finished yet all land in that last number. While somebody is still clocked in, the page notes that the labour figure is still moving.
By crew member breaks the same figures down per person, with hours and rate. On the web, Open timesheet goes to that person’s timesheet.
Spend away from jobs
Expenses that are not attached to a job – fuel, office supplies, a team lunch – are listed separately, grouped by category. They are not included in Spent above, and job expenses are not repeated here.
What the totals cannot see
Only finished work carries a cost. A job is costed when it is completed, so jobs still scheduled or in progress contribute nothing. The period covers what finished in it, not what was worked on.
Missing inputs make the total a floor. A team member with no labour rate costs nothing in these figures, and a catalog line with no cost leaves materials short. A warning at the top counts them, and also counts visits whose headcount had to be estimated. On the web, Set labour rates takes you to Employees, where each member’s Labor rate is set (see Team Management).
Costs and Profitability
Costs shows what the whole company spent in a period; Profitability shows which individual stops are worth doing. Both read the same job costs, so they agree on what a job cost. The one difference is a crew’s return to base: it belongs to no job, so it is counted here and on no stop. See which stops lose money on the Costs screen opens it.