Job costing software that shows what each job actually made

Where the numbers come from

• Invoiced: issued invoices for the job before GST. Drafts and voided invoices do not count.
• Labour: the arrived-to-left time recorded on each visit, at each person’s hourly cost on that day. Travel time counts only if you turn it on.
• Materials: the cost kept on invoice lines, from your price book.
• Expenses: what you paid, before GST, for anything bought for the job.

Hourly costs that change over time

Give each person an hourly cost with the date it starts. A pay rise from 1 July applies from 1 July, and work before it keeps the old cost, so last quarter’s profit does not change when you update this year’s rates. Time from someone with no cost set is shown as hours, not as zero dollars.

Expenses with receipts

Record an expense with the amount, the GST in it, the supplier, the date and the job, and attach a photo or PDF of the receipt. Mark it billable if the customer should pay for it. Receipts are kept for five years; a deleted expense is marked deleted, never wiped.

Bill expenses without retyping them

On a draft invoice, Add billable expenses adds a line for each one at its cost before GST plus your markup. The same expense can never go on two live invoices, so nothing is billed twice or forgotten. See invoicing.

Profit for regular work too

For cleaning clients, maintenance contracts and service runs, Karya Falak shows profit per repeating visit series as well as per job. It helps you spot the regular client who has quietly become unprofitable because the job takes longer than it used to.

The profitability report

In Reports, the profitability tab lists every job in the period with invoiced, labour, materials, expenses, profit and margin. Sort by margin to see your best and worst work, and export to CSV for your accountant or a spreadsheet. Each export is recorded in the audit log.

Management figures, not bookkeeping

Job costing is for running the business. It does not replace your accounts, and nothing from it is sent to Xero or QuickBooks. Your invoices still sync exactly as they are, and your bookkeeper keeps handling purchases and GST credits in Xero or QuickBooks.

Who sees costs

Costs and profit are seen by owners, admins and the team members you choose. Viewers and field members never see them, and they never appear on a customer’s quote, invoice, pay page or PDF.