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How can I track my job costs and profits?
How can I track my job costs and profits?

Easily track your authorised quotes against outgoing purchase orders and invoices.

Dominique Tuck avatar
Written by Dominique Tuck
Updated over a week ago

Crunchwork gives you an easy way to view the sum of project financial records with the Project and Job Finance Overview feature.

The Project/Job Finance overview is now automatically generated within every Project and Job!

Viewing the Finance Overview

Users will see a table on the 'Overview' page of each project and job configured.

We have updated this so that the total value of invoices is correctly tracked on the Project/Job Finance Overview so that users can keep track of the total invoice amount.​

You can hover your mouse over each value to see a description of how the number is calculated.

This is what it will look like:

How the Invoice Summary is Calculated

Within the Project Finance Overview is the Invoice Summary, this will reflect the value of all invoices against your project or job.

The ‘Invoice summary’ on the Job Finance Overview has been updated to include invoices in a ‘Paid' status as well as ‘Sent’.​

The hover-over tool tips display how these values are calculated:​

→ Invoice Value to Date: Sum of invoices ‘Sent’ and ‘Paid’ excluding GST.

→ Invoice Value Remaining: Sum of the approved quote value, less the sum of invoices sent and paid excluding GST.

How to view the Total Project Budget

User's will need to scroll past the 'Finance Overview' on the Overview tab in Projects.

User's can now toggle this on or off, and the ‘total project budget’ donut, and table design on the overview page will appear. The view will default to the donut chart.

Please note, the donut chart and table will only appear if there are PO's linked to the project.

You will be able to track the budget remaining versus reconciled value against the purchase order here.

Approval Summary

The approval summary section provides a sum of all quotes in an 'Approved' status, as well as any purchase orders sent against the project/job.

You can update your quotes to an approved status by publishing, then updating the status to 'Approved'.

Please note, quotes in any other status will not reflect on the project overview.

Approval Glossary

Authorised Quote Value

The sum of positive and negative quotes, including markup excluding GST.

Note, only the latest 'approved' version of revisions are considered.

Authorised Markup

Sum of of the markup on positive and negative approved quotes excluding GST.

Authorised Purchase Order Budget

Sum of the unit cost value on positive and negative approved quotes, excluding markup and GST

The PO value will turn red when it exceeds purchase order budget.

Purchase Order Summary

Sums all purchase orders relating to the project or job.

The reconciled value will be reflected on the table once the purchase orders in question have been correctly reconciled, and updated to the 'Reconciled' status.

To reconcile a purchase order, turn on the 'Show reconciliation' toggle, then enter a value per group to reflect the reconciled costs, then update the status to 'Reconciled'.

You will be able to track the budget remaining versus reconciled value against the purchase order here. For more information on reconciling purchase orders, check out our guide here.

PO Summary Glossary

Purchase Order Value

Sum of the value of Purchase Orders in a 'sent' status, excluding GST.

Reconciled Value

The total reconciled amount from all purchase orders relating to the job or project, excluding GST.

Purchase orders must be correctly reconciled using the 'Show reconciliation' feature.

Budget Remaining

This is the total sum of all purchase orders subtracted by the sum of purchase order reconciliations.

Budget remaining value should turn red when the value is 0 or below (negative).

Actual Profit Summary

To ensure that your actual profit is correctly showing, please ensure that:

  1. All relevant quotes are in an 'approved' state.

  2. All purchase orders have been correctly reconciled, and their status updated to match.

  3. All invoices are in either a 'Sent' or 'Paid' status.

Markup Value

Invoiced value to date, less reconciled value.

Actual Profit Value

Sum of invoices to client - Sum of purchase order reconciliations

(-%) Scenario

There are some scenarios that will present a (-%) value where the percentage value is expected

This is anytime the total sum of any quote or invoice is 0 (and can’t be divided in order to present a % value).

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