Job Costing Overview (New)

Job Costing Workflow Overview

Quote

Every job begins with a Quote, which provides the estimated cost of the work and serves as the basis for customer approval. Once approved, the quote can be promoted to a Managed Job—the central stage where production activities are tracked, coordinated, and monitored.

From there, you have two workflow options:

Option 1: Proceed to a Delivery Note if items need to be dispatched, followed by an Invoice.
Option 2: Go directly from Managed Job to Invoice if no delivery documentation is required.

Alternatively, you can initiate a job directly from the Managed Job stage. In this case, the system will automatically generate a corresponding quote, ensuring every job remains linked to a quote—regardless of where it begins.

Invoicing can be structured in two primary formats: percentage-based or usage-based. Each format can be further refined into actual or forecasted (predicted) invoicing. Multiple invoices can be issued under either approach, depending on project needs or billing cycles.

Manage Job

The Managed Job stage is the operational heart of your workflow—where production activities are created, tracked, and coordinated. You can initiate a job directly from this stage, and the system will automatically generate a corresponding Quote, ensuring every job remains linked to a quote regardless of where it begins. This maintains traceability and financial alignment across all job types.

Once a job is created, you have two management options:

Manage All Lines as a Single Function:
This approach is ideal for smaller jobs with limited complexity. It allows you to control all job components in one place, streamlining updates and reducing overhead. However, caution is advised for larger jobs, as this method can obscure individual line-level visibility and make it harder to track progress or isolate issues.
Manage Job Line by Line:
Recommended for larger or multi-phase jobs, this method gives you more control over each line item. You can monitor progress, allocate resources, and adjust timelines independently, ensuring better oversight and flexibility throughout the job lifecycle.

Within the Managed Job stage, you can also access and update key operational modules:

Time Sheets: Record labour hours and assign them to specific job lines or phases. This supports accurate cost tracking and resource planning.
Stock Requests: Generate requests for items not currently in stock. These requests trigger procurement workflows to ensure materials are available when needed.
GRV (Goods Received Voucher): Use GRVs to document partial dispatches, especially useful when some items are ready for delivery while others remain in production.
BOM (Bill of Materials): Manage and update BOMs to reflect the materials required for each job line. This ensures production teams have clear visibility into what’s needed and when.

Together, these tools provide a robust framework for managing jobs of any size, supporting both operational efficiency and financial accuracy

Delivery Note

Once a job, or part of a job is complete and ready for dispatch, a Delivery Note can be prepared to document the items being sent. This note serves as the formal record of what’s leaving your premises and when.

You can choose between two dispatch-to-invoice workflows:

One Delivery Note to One Invoice: Ideal for single shipments or straightforward billing.
Multiple Delivery Notes to One Invoice: Useful for staged deliveries that are consolidated into a single invoice for streamlined billing.

This flexibility ensures your dispatch and invoicing processes stay aligned with the pace and structure of the job.

Invoice

Invoicing can be structured around two distinct approaches. Forecasted and Actual, each with its own implications for cost control and client expectations.

Forecasted Invoicing - Forecasted invoicing is based on the original quote accepted by the client. This quote sets a fixed financial boundary for the job. Any costs incurred beyond the quoted amount are absorbed by the company, as the client has agreed to the scope and price upfront. This model is ideal for projects with clearly defined deliverables and minimal expected variation.
Usage/Actual Invoicing - Actual invoicing reflects the real costs incurred during the job. It’s typically used for charge-up jobs, where billing is based on time, materials, or usage. If costs exceed the original quote, this is treated as scope creep, usually due to client-driven changes or additions. These adjustments are communicated and invoiced accordingly.

- Invoices reflect real item costs, similar to a traditional invoice format.
- You can compare quoted item costs and selling prices against actuals and invoiced amounts.
- This model is ideal for jobs with variable scope or evolving material requirements.

Percentage-Based Invoicing - Percentage invoicing allows you to bill progressively over the life of a job. It’s especially useful for long-term or multi-phase projects.
You can issue an invoice before the job starts, based on an agreed percentage.
- Costs are tracked against the quote, allowing you to compare estimated vs actuals.
- This approach helps maintain monthly profit and loss consistency, supporting smoother financial reporting.

Case Studies

Basic Job Costing Case

Quote Creation

Job Costing > Activity > Quote

Before adding your line items to your quote, take a moment to review the key tabs across the top of your page, some of these tabs may contain important options you may want to configure or define first for a basic Quote.

Quote Detail Tab:

Click "Add"
Enter the Customer name and Description.
Click "Save"(By clicking save you activate the button allowing you to "Add" a line item.)

Address Tab:

Use this tab to update the job address if required.
Select the contact person for the quote from the dropdown list.
If the contact does not exist yet, click the View button to add a new contact on the fly

Note: if details are edited on the quote, this will only apply to the specific quote and not update the debtor setup unless the debtor setup is access and updated as well.

Extras Tab:

Select the billing method that applies to this job

Among the top tabs, click on the "Extras" tab.

Tick the box that applied to your customer.
Click "Save"

Assembly	“Assembly” refers to an internal process where components or materials are prepared, combined, or staged before installation or delivery. It’s not billed separately to the customer but contributes to your overall job cost.
Charge Up (SC)	Charge Up (SC)” means the customer is billed for actual time and materials used, including any extras beyond the initial scope. Charge Up allows you to invoice for additional costs incurred during the job.
Prepaid (CTC)	"Prepaid” refers to the quoted amount for the job, the fixed charge agreed to by the customer. You can’t invoice beyond this amount, so any extra time, materials, or costs that exceed the quote become your internal expense, or ‘Cost to Company (CTC)

Link Tab explained

Adding Line Items to a Quote.

Click the "Add" button located halfway down the page

Once selected, check the basic fields:
1 Select Item
2 Check description as this can be changed at this point
3 Add Quantity
4 Check Cost of Item
5 Check your markup
6 Check Sell Price
click Save & Close to confirm your choice
Add as many as items as needed

Stock Item	Select your stock item from the drop-down menu
Description	At this stage you can change the Description if needed
Qty	Add the Quantity you require of this item
Cost Per Unit	Check the cost of this item
Mark up %	At this stage you can increase your profit %
Selling Ex GST	Price does not include the 15% Goods and Services Tax. You add GST on top of the listed amount.

You can now submit this quote for customer approval.

At the top of the quote, you'll find Approval Options. From here, you can either send the quote for internal approval before forwarding it to the customer, or send it directly to the customer. Once customer approval is received, use the same dropdown menu to promote the quote to a Job.

Once you click Approve to Job you will have the below Approve Quote to Job screen pop us.

You will always need an Order number, here you will also make sure you have selected weather this is a Charge Up (Scope Creep) or a Prepriced (Cost to company) job.

Click Continue to create the job

Job Management

Job Costing > Activity > Manage Job

Type in your Job number
Click Search

Each job line consists of multiple columns, with each column providing specific details about the job.

You can rearrange the columns in the order that the information is most relevant to you by simply dragging and dropping them into your preferred order as shown below.

To Invoice	You can click on the dot to change the icon to a thumbs up to send this line for invoicing
Notes	You can add notes for internal records.
Line Type	This refers to where the line came from, the example above is from a Quote but can come from a CTC (Cost to Company) or a SC (Scope Creep)
Required Date	This is the date the Job is to be completed by
Job Item Progress	This is used for Production Tracking
QT No.	This is the Quote number the line was added from
B-Status	This will show a different icon to show whether the Job has been started, in progress or completed
Due	Will show you how many days are given to complete Job
Days Required	This will show you have may days is needed to complete this Job Line Item
Item Status	This will show if the line is a Stock, Service or Custom Item using Icons
Related To	This will show if the line is a Stock, Service or Custom Item
On Hand Qty	This will show you how many of the specific item you have on hand to do the job, it will highlight if you do not have enough stock to complete the job
Budget Qty	This shows you what you had initially quoted
Actual	This Quantity indicates the quantity used for the job
Balance	This is the Quantity that is left over from the Budget Quantity
Exceeded	This will show you the quantity you have exceeded over the Budget Quantity
Est Qty	This is usually the same as tour Budget Qty
Delivered Qty	This is how many of this line item has been completed and actually dispatched to the customer
Line Status	This speaks to the Job Item Status and B-Status which shows job progress
Job Line Description	This is the description form the quote detailing what the line item is

Manage Job by Line

Managing one line at a time within a workflow keeps you in control by ensuring each task is handled deliberately and accurately. This method reduces errors, simplifies troubleshooting, and creates a clear audit trail. It’s the recommended approach for maintaining consistency, accountability, and professional standards across every job.

Double click on a job line
Update your usage amount for this item

As shown below the main things you will be looking at is the following

Available Stock Qty	Shows you all available stock
Budget Qty	This is what was Quoted
Actual Qty	This is how many have been used
Balance Qty	This is how many you have left to use from your Quote amount
Usage	This is an open field where you will put in the quantity being used

Click Save and Close

You can now see that the line is active, and you’ll notice updated quantities and statuses reflecting the latest changes.

If you've made an error and need to adjust the quantity, simply double-click the Job Line again. To decrease the quantity, enter a minus sign (–) in front of the amount you're reducing, as shown below.

Adding a New Line to a Job

To add a new item to a job, you have three options:

Scope Creep – This can be added manually and will be charged to the customer. It’s recorded as a cost to company and included in the overall job cost.
Cost to Company – Also added manually, this option absorbs the cost internally without charging the customer. It’s useful for goodwill gestures or internal adjustments.
Quote – If the customer has accepted a quote for the additional work, it follows the same process as the initial quote but is linked to the existing job rather than creating a new one.

See below where you will find these options.

The screen to add Scope Creep or Cost to Company looks the same and essentially works the same.

Click on Scope Creep or Cost to Company

Select your Item from the dropdown menu
Add your Quantity
Click Save & Close

To add a new line to the job from Quote:

Click on Quote

Creating a quote from within a Job similarly to starting one via Job Costing > Activity > Quote in the main menu. However, because it originates from a job, it will automatically be linked to that job. This connection is visible in the Extras tab.

Quotes created this way will also include a “.1” suffix after the original quote number, this indicates that the quote is an extension or variation of the original, tied directly to the job.

If you create a quote from the main menu instead, it will generate a new quote number. You can still manually link it to a job by entering the job number, but creating it from within the job acts as a convenient shortcut.

Once customer approval is received and the quote is approved to the job, the corresponding line will be added to the job record. The quote number will appear with a “.1” suffix appended to the original quote number, this provides a quick visual cue that the item represents additional work beyond the original quote.

Viewing the Quotes on a Job

To view all quotes on a job clock on the "Sales Docs" tab. Here you will see any outstanding quote as well as quotes that have been approved.

Invoicing

A job can be invoiced in two ways:

As a full Complete Job
Line by Line

Invoicing a fully completed job

Once the job is fully completed and all line items have been managed, you can click the “Thumbs Up” icon at the top tabs, labeled “Ready to Invoice.”

Invoicing a Job by Line/s

For line-by-line invoicing, each line item includes a dot under the “To Inv” column. Clicking this dot will change it to a “Thumbs Up” icon, indicating that the item is ready to be invoiced. Once selected, the line will be moved over to the invoice.

To invoice a Job go to Job Invoicing

Job Costing > Activity > Job Invoice

Double click on the invoice line to open the invoice

You will then need to choose what type of Invoice you are creating

Percentage-Based Invoicing - Percentage invoicing allows you to bill progressively over the life of a job. It’s especially useful for long-term or multi-phase projects.
Usage/Actual Invoicing - Actual invoicing reflects the real costs incurred during the job. It’s typically used for charge-up jobs, where billing is based on time, materials, or usage. If costs exceed the original quote, this is treated as scope creep, usually due to client-driven changes or additions. These adjustments are communicated and invoiced accordingly.

Once you’ve selected the invoice type, the following screen will appear. Here, you can confirm both the job number you’re invoicing and the selected invoice type.

Next, indicate whether this is the final invoice by ticking the Final Invoice box.

If you do not tick "Final Invoice," the job will remain open.
If you do tick "Final Invoice" and all work is complete, the system will automatically check for any open documents related to the job and alert you. These documents must be closed or cancelled before the invoice can be processed.

You can still process the invoice without marking it as final, but the job will continue to stay open.

Click Create Invoice

Click Continue

Closing Jobs

Reporting & Analysis

Tabs and Screens Further Explained

Quotes

Link Tab

Customer Link: Use this tab when completing work on behalf of another company.
If you're quoting for a client of one of your customers, you can link that end client here.
When the quote is sent, your customer will see which of their clients the quote relates to.
Select the appropriate end client from the dropdown list.

Deposit Paid: If a customer has paid a deposit, this can be added to the quote and taken off of the total cost of the job.

Additional options on a Quote Item

This screen also allows you to capture key information for each job or task line.

Stock Item	Select your stock item from the drop-down menu
Description	At this stage you can change the Description if needed
Qty	Add the Quantity you require of this item
Manage Qty on Job
Warehouse	Select the Warehouse you wish to sell this item form
Selling Ex GST	Price per item does not include the 15% Goods and Services Tax. You add GST on top of the listed amount.
Selling Inc GST	Price per item includes the 15% Goods and Services Tax. The GST is already built into the total amount shown.
Sub Total Selling	Total price of total quantity of item that does not include the 15% Goods and Services Tax. You add GST on top of the listed amount.
VAT (GST) Value	Total GST only on total quantity of items
Selling Total	Total price of total quantity of item includes the 15% Goods and Services Tax. The GST is already built into the total amount shown.
Line Reference
Sequence No.	You can change the Sequence in the quote for this item
UOM Type	These are custom configuration settings applied during setup, tailored specifically to your product formats (e.g., Per Roll, Per Unit, Pack).
UOM	These are custom configuration settings applied during setup, tailored specifically to your product formats (e.g., 1000 per roll, 6 per pack).
Line Discount	You can apply a discount to this item
VAT (GST)Type	If this item is GST exempt or a Non-GST item it can be changed here
Mark up %	At this stage you can increase your profit %
Cost Per Unit	This is the total cost to produce or buy one item. It helps you set prices and track profitability.
Profit Cost/Unit	This is how much profit you make on each item sold after subtracting its cost.
Total Cost	This s the full amount spent to produce or purchase a set of items or complete a job.
Zero Cost on Job	These ticks will be automatically on or off based on the setup if the item. When the item is promoted to a Job, its initial cost is cleared and recalculated progressively as the job is built—ensuring you have an accurate final cost at completion.
Zero Cost on Invoice	As with the Cost on job, these ticks will be automatically on or off based on the setup if the item. When the item is promoted to a Job, its initial cost is cleared and recalculated progressively as the job is built—ensuring you have an accurate final cost at completion.
Show on Print
Flag for Report
Division	Select a division within of a company that focuses on one area of work.
Region	Select a region the job will fall under, it can include multiple cities or towns and often has its own local government or identity.
Days from Start	Use this field to schedule when this item should begin—set as a number of days from the job’s start date.
Weight Per Unit	This is determined at setup
Sales Rep	You are able to allocate someone who promotes and sells a company’s products or services to customers. They often handle quotes, follow-ups, and customer relationships, helping drive revenue and build trust.
Project	You can Link a quote to a specific project
Employee Assigned	Refers to the specific person responsible for completing a task or project. It helps track accountability, scheduling, and communication.
Lead Time	This is the amount of time between starting a process and completing it. It usually refers to how long it takes from placing an order to receiving the goods or service.
Order Date	This is the day a customer places an order for goods or services.
Reminder Date	This is the day you plan to check in after sending the quote.
Required Date	This is the day the customer wants the goods or service delivered
Supplier	This is the company that provides goods or services to another business
Drop Ship	Ticking this box enables you to generate a Purchase Order on the fly—complete with all relevant details, so you don’t need to build one from scratch when drop-shipping an item.
RFQ (Request for Quote)	Ticking this box allows you to generate a Request for Quote on the fly—pre-filled with all relevant details, so you don’t need to start from scratch when requesting updated pricing for an item.
PO Qty	Enter the quantity here for which you want to generate a Purchase Order or Request for Quote.
Item Cost	This shows the actual cost of the item
Item Code	This is the suppliers item code
Supplier Discount	Shows if you received a discount on this item when purchased form supplier
Last Updated	This is the date the cost was last updated for this item
Latest Cost	Similar to Item cost, this shows the actual cost of the item at that date
Internal Note	Here you can include private comment or detail added to a job, quote, or project that’s meant for your team, not the customer.

Approve Quote to Job Screen

Job Details Tab

Quote Number	This is the Quote number linked
Customer	Customers Name
Description	This will be specific to the Job as an easy identifier in a list
Long Description	Here you can be more specific to the job
Quote Date	This is the date of the Quote
Branch	You can select a specific branch that this is linked to if you had these set up at the start
Order Number	Customer Order Number
Team	You can select a team if these have been setup
Employee	Refers to the specific person responsible for completing a task or project. It helps track accountability, scheduling, and communication.
Department	Add a department if this has been setup for your company
Function
Est Start Date	Date estimated for Job to start
Group Activity
Completion Date	Date Estimated for Job to be completed
Create PO Drop Ship	This is to allow you to create a PO from the Job once its started.
Allow to Exceed Quote Value	Ticking this box allows actual job costs to exceed the quoted value. This is helpful when unexpected expenses arise during production or service delivery, and you want the system to continue tracking costs without treating the quote as a strict limit. If left unticked, a new quote must be created to include any additional costs.
Allow to Exceed Budget Qty	Ticking this box allows the actual quantity used in the job to exceed the budgeted amount. This is useful when additional units are required during production or service delivery. If left unticked, you’ll need to produce a new quote to add more units.
Activate Report Dates	This will allow you to be able to report on this job
Use Build Task Defaults	When you create a build task default, you can specify alternative warehouses or item sources. Once a quote is converted into a job, the system will apply the defaults set in your build template. This ensures that materials are drawn from the designated warehouse rather than the main warehouse, allowing for more precise inventory control—especially when working with a master warehouse setup.
Charge Up (SC)	Charge Up (SC) means the customer is billed for actual time and materials used, including any extras beyond the initial scope. Charge Up allows you to invoice for additional costs incurred during the job.
Prepaid (CTC)	Prepaid refers to the quoted amount for the job, the fixed charge agreed to by the customer. You can’t invoice beyond this amount, so any extra time, materials, or costs that exceed the quote become your internal expense, or ‘Cost to Company (CTC)
Warehouse	All stock will come from the Warehouse selected here
Job Link	You may find that you already have a job for this customer, and this is a sub job, to can select this job form the drop-down menu link to two or more jobs.
Assembly	“Assembly” refers to an internal process where components or materials are prepared, combined, or staged before installation or delivery. It’s not billed separately to the customer but contributes to your overall job cost.
Lock Employee	You can lock the employee assigned to this job so it cannot be changed without your knowledge.