How do I track job costs in QuickBooks?
Start by enabling job tracking in QuickBooks. In QuickBooks Online, turn on the Projects feature in your account settings. In QuickBooks Desktop, create sub-customers under each main customer to represent individual jobs. Either method gives you a place to assign all costs and revenue for each project.
Create each job in QuickBooks before work begins. When you sign a contract or accept a project, set it up immediately. This ensures your team can start coding expenses to it from day one instead of scrambling later to remember which costs belonged where.
Code every expense to the correct job when it happens. Materials from the supply house, subcontractor invoices, permit fees. Assign them to the specific job the same day you incur them. Waiting until month-end to sort through receipts and guess which job each expense belongs to defeats the purpose. Many construction businesses fail at job costing not because the setup is wrong but because they don’t code expenses consistently.
Track labor hours by job. Labor is usually the biggest cost on any project, and if you’re not assigning hours to specific jobs, your profitability reports won’t mean much. Use QuickBooks time tracking or import hours from a time tracking app. Have crew members log their time daily and assign it to the job they worked on.
Don’t force overhead into job costs. Office rent, insurance, and your phone bill don’t belong to any specific job. Keep these as general expenses. Your job costing should focus on direct costs like materials, labor, subcontractors, and job-specific expenses you can actually control.
Run job profitability reports while the job is still in progress. QuickBooks can show revenue versus costs for each project. Reviewing these numbers before you finish gives you time to adjust pricing or catch runaway costs. Looking at profitability after the job is done only helps on future projects.
The whole system depends on consistency. One missed expense or untracked labor day throws off your numbers. If you’re not confident your QuickBooks is configured correctly for job costing, working with Macomb, MI bookkeepers who understand project-based businesses can help you set it up right and build habits that keep the data accurate.
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