Job Costing & Payroll Setup #

Overview: What is Job Costing? #

Job Costing is designed to track expenses—specifically payroll—on a per-customer and per-project basis.

• The Structure: Think of it like a tree. The Customer is the trunk, and the Projects are the branches belonging to that customer.
• The Goal: To see exactly how much labor is costing you for specific projects and ensure that data flows accurately into your accounting software.

Initial Configuration #

To set up your job costing hierarchy, follow these steps:

Create Customers and Projects #

1. Navigate to Settings > Job Costing > Customers.
2. Important: Always set up your Customers first. Do not start with projects.
3. Once a customer is created, click on them to add specific Projects (e.g., “Framing,” “Electrical,” or “Plumbing”).

Set Up Geofencing (Optional) #

If you want to ensure employees are at the job site when they clock in:

1. Click the Map Symbol next to the pencil icon on a Project.
2. Click the (+) Plus Icon and enter the project address.
3. Set the radius (Default is 1500 feet to account for cell tower variance).
4. Note: Geofencing only functions for employees using the mobile app.

Enforcing Job Costing #

To prevent employees from clocking in without selecting a project or from an unauthorized location, adjust your security settings:

1. Go to Company Settings > Time Tracking.
2. Locate the clock in/out sources section.
3. Switch off “Web Clocking” and “Tablet Clocking” (leaving only Mobile enabled).
4. Enable “Require Customer or Project for clocking in.”

Note: If you use a physical kiosk in a warehouse, you should keep Tablet Clocking on and disable Mobile/Web instead.

Employee Workflow & Timesheets #

Employees can easily navigate between different jobs without losing time.

• Clocking In: The app will automatically prompt the user to select a Customer and a Project.
• Switching Jobs: Employees do not need to clock out to change tasks. They can click Switch, select the new customer/project, and the system will automatically end the previous session and start the new one.
• Reviewing Detail: On the admin timesheet, click the Green Down Arrow on any entry to see the granular breakdown of start times, end times, customers, projects, and notes.

Running Payroll with Job Costing #

When you are ready to process payroll:

1. Navigate to the Payroll tab.
2. Run the payroll.
3. Locate an employee and click the Pencil Icon next to their pay rate.
4. A pop-up will appear showing the distribution of hours (e.g., 0.50 hours for Project A, 0.50 hours for Project B).
5. Review the breakdown, then click Save and Continue to finalize.

QuickBooks Online Sync #

Once payroll is finalized, the data automatically syncs to QuickBooks Online. To ensure the mapping is correct:

• Go to Settings > Integrations > QuickBooks Online > Customers
• Match your Platform Customers/Projects to your QuickBooks Customers/Sub-customers

Data only transfers after the payroll has been fully processed and finalized.