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Time and costing
Time is recorded as the work happens. Costing then turns that time, plus vehicles, disposal and materials, into a cost for each job.
How time is recorded
Time entries come from three places:
- Job status changes. When a technician taps on the way, travel starts. Arriving starts on-site time. Finishing stops it. This happens for every crew member on the job, using the time the technician tapped, so work done offline and synced later still lands at the right time.
- The shift clock. In the field app a technician clocks on and off for the day and logs breaks, offline if needed. See the field app guide.
- Manual entries. Technicians fix mistakes from their phone. The office can add or change entries on the Timesheets page.
Each entry has a kind:
| Kind | Meaning |
|---|---|
| Shift | Clocked on to clocked off |
| Travel | Driving to or between jobs |
| On site | At the customer |
| Labour | Other work, entered by hand |
| Yard | Time at the depot |
| Break | Unpaid break |
Timesheets
The Timesheets menu item shows if you hold a time permission. Staff with "own" time see only themselves. Staff who manage time see everyone and can approve.
Use the arrows to move between weeks, or "This week" to come back. The week starts on the day set under Admin > Time and costs (Monday by default).
The page shows the week's totals (Paid, Travel, On site, Overtime) and a row per person with Paid, Travel, On site, Other, Overtime and Status. Hours are decimals, and a star marks a day with an entry still running. Status is Pending, Partly approved or Approved.
What counts as paid time
If a person clocked a shift that day, paid time is the shift less breaks. If not, it's their travel, on-site, labour and yard time added up.
Approve
- Click a person's name to open their week.
- Check each entry. Edit one with the pencil, or use Add entry for a missed one. An entry needs a kind, a day, a start and an end. Leave End blank if it's still running.
- Approve entries one at a time with the tick, or choose "Approve week". An entry still running can't be approved. Once approved, an entry can only be removed by a manager. "Reopen week" undoes the approval.
Deleting an entry asks for confirmation first.
Overtime
Overtime is any paid time over the daily threshold, plus any time over the weekly threshold once daily overtime is taken out. A threshold of 0 turns that rule off. The defaults are 8 hours a day and 38 hours a week, set under Admin > Time and costs.
Export
"Export CSV" downloads the week with one row per person. "Export entries" in a person's sheet downloads each entry. Payroll export to Xero or Deputy is planned, not built. For now, take the CSV into your payroll.
Cost rates
A job's cost is only as good as the rates behind it. They're set in Admin:
| Rate | Where |
|---|---|
| Cost per hour for a person (wages and on-costs) | Admin > Staff, on the person. Never shown to customers |
| Default cost per hour, for people with no rate of their own | Admin > Time and costs |
| Vehicle running cost per hour and per km | Admin > Vehicles |
| Disposal cost per kL, for each disposal site | Admin > Time and costs > Disposal sites |
| Default disposal cost per kL | Admin > Time and costs |
Only people with the cost permission can see or change personal rates.
Job costs
Open a job that's past draft and scroll to Costs. You'll see:
| Line | Built from |
|---|---|
| Labour | Each crew member's hours at their rate |
| Vehicle | The vehicle's hours at its hourly rate, plus kilometres at its per km rate |
| Disposal | Kilolitres taken to the site at the site's rate |
| Materials | Items you add, at cost |
| Total cost | The sum of the above |
| Revenue, before GST | What the job charged |
| Profit | Revenue less cost, with a margin. Marked "Loss" when negative |
Fill in "Distance driven (km)" for the vehicle's per-km cost. To add a material, choose "Add material" and enter a name, quantity, cost each and an optional markup. With a markup, a charge is added to the job so the material bills on the invoice.
Profit
The Profit page works out profit for jobs that are completed. It's in the menu if you hold a costing permission.
Pick a period (This month, Last month, Last 30 days or your own dates) and a job type. The top shows Revenue, Costs, Profit and the margin on billed jobs. Margin counts billed jobs only, so work that's done but not yet invoiced doesn't pull it down. Tabs show the same figures by Jobs, Job type, Technician and Customer. Jobs that lost money are flagged and sorted first. The Jobs tab shows the first batch only; narrow the dates to see the rest.