Things to consider
The Job Costing section varies slightly depending on if the Billing Type is Quoted or T&M (Time & Material).
Job Costing operates on a subtotal basis because government sales tax should not be considered part of Job Costing.
TABLE OF CONTENTS
What Is Job Costing?
The Job Costing section on the Job page provides a complete view of all Costs and Revenues associated with a Job.
It automatically calculates Profit, Margin, and other key financial metrics giving your business a clear, detailed financial perspective at the Job level.
With this information readily available, you can make informed decisions, improve profitability, control costs, and allocate resources more effectively.
Job Costing is an essential tool for financial management and long-term success.
To access Job Costing, open a Job and select the Job Costing tab.
Job Costing Table
Job Costing is broken out by Cost Code and Cost Type, and shows Costs, Revenue, Profit, and Margin for each Line Item associated with a Job.
NOTE: The very top line is a sum of all the line items under the specific Cost Code or Cost Type. The dollar amount will be in bold.
⚠️The Job Costing section varies slightly depending on if the Billing Type is Quoted or T&M (Time & Material).
Time & Material Jobs
A Job with a Time & Material Billing Type will display the following Job
Costing metrics broken out by Cost Code and Cost Type:
● Actual Costs
● Actual Revenue
● Actual Profit
● Actual Margin
Example - T&M Job Costing
Actual Costs
Costs come from different areas within the BuildOps system. Whenever costs such as labor or items are added to a Job, they are automatically updated in Job Costing.
Inventory Items / Parts & Materials - Items added to a Visit or Job Report are reflected in Job Costing.
Labor - When a timesheet is created (capturing labor), the cost is reflected in Job Costing.
Purchase Orders (POs) - For purchased items to appear in Job Costing, the PO must be received.
Job Costing pulls data from the Purchase Order Bill, which is created as soon as the PO is received in BuildOps.
Sales tax is not reflected in Job Costing.
Quoted Jobs
For Quoted Jobs, the same information listed above applies for Actual Costs, Actual Revenues, Actual Profit, and Actual Margin. However, a few extra dimensions are included in Quoted Job Costing.
Quoted Job Costing shows your Actual versus your Estimated, and displays the Variance between both on the cost and revenue side.
A Job with a Quoted Billing Type will display the following Job Costing metrics broken out by Cost Code and Cost Type:
Estimated Costs, Actual Costs, Variance
Estimated Revenue, Actual Revenue, Variance
Estimated Profit, Actual Profit, Variance
Estimated Profit, Actual Margin, Variance
Example - Quoted Job Costing
There are two scenarios for Quoted Jobs:
Quoted Job
When a Quote is created in BuildOps and attached to a Job, this is considered a Quoted Job.Amount Quoted Job
If a Job has no Quote associated with it, but the Quoted Subtotal field is recorded on the Job page, this is considered an Amount Quoted Job.
⚠️The Billing Type will always change to Quoted if a Quote is associated with a Job or if a Job has a Quoted Subtotal.
Estimated Costs
come directly from a Quote; any costs you have added in the estimate will populate in the Estimated Costs section.
If the Job is an “Amount Quoted” Job, the Estimated Costs are taken from the COST AMOUNT on the Job page (see example below).
Estimated Revenue
comes directly from a Quote.
If the Job is an “Amount Quoted” Job, the Estimated Revenue is taken from the QUOTE SUBTOTAL on the Job page (see example below).
Variance
The Cost Variance is the difference between the amount you budget for a Job/Project and the actual amount you spend completing the Job/Project.
In Job Costing for Quoted Jobs, Variance is shown for Costs, Revenue, Profit, and Margin.
💡You can add a Quote Subtotal and Cost Amount when you create a new Job.
💡To add a Quote Subtotal and Cost Amount to an existing Job, click “EDIT” (upper right corner).
Add values to each section. Any gray field is editable.
Click “SAVE” (upper right corner).
Troubleshooting Quote Subtotal Issues
If you encounter difficulties with the Quote Subtotal field, follow these steps:
Scenario 1: Permission Issues
You may lack the necessary permissions to edit this field.
Contact your administrator to ensure your user role has the proper edit rights.
Scenario 2: Field Restrictions Due to Associated Quotes
Update the Quote Subtotal directly on the associated Quote; subsequent approvals will synchronize with the Job’s financial details.
Alternatively, dissociate the active or draft Quote from the Job to unlock the editable field.
For persistent challenges, consult BuildOps Support or refer to related articles for assistance.
Known Limitations
You are able to change a Line Item’s Job/Project by editing the Items within a Purchase Order, but the Items will always appear under the Job Costing for the original Job to which the Purchase Order is associated.
Permissions Restrictions: You may need specific permissions to edit the Quote Subtotal field. Contact your BuildOps admin to review your user settings.
Field Locking Due to Associations: When a Job is linked to a draft or active Quote, the Quote Subtotal field may not be editable until the Quote association is updated or removed.