1Stop takes an entirely different approach and has revolutionized the Job Costing process. By leveraging our built-in processes across all aspects of your business, you can finally gain clarity on true profitability at the job level. And the best part is that you can grow into this over time, implementing the most important aspects first and then gradually adding more areas as you continue to grow and incorporate additional features that 1Stop offers. By simply following 12 built-in processes in key areas of your business, not only will you gain more control over your business, but you will also automatically update related Job Costing components giving you the clarity in your business you never thought possible. Job Costing is broken down into 6 sections: Revenue Overview, Cost of Goods Sold Overview, Sales & Marketing Expenses, General & Administrative Expenses, Depreciation & Other Income/(Expense) and Key Metrics.
12 Key Built-in Processes That Drive Full Job Costing
1Stop provides built-in processes across all areas of your business. These built-in processes help ensure you have the proper controls and that all employees follow the same business process every time. In addition, 12 of these built-in processes automatically update your Job Costing records to provide you unprecedented detail into how you are performing on all your jobs. Following is an overview on each of these 12 processes.
Sales Process
The Sales Process helps manage a Sale to ensure it was completed and fully collected. It commences when a Contact has agreed to move forward with a new job or a service call which is when a Sale record is created. If the new Sale record was from a Sales Demo, on management's approval it will auto create a Job Costing record when that Sale is approved. During the Sale process the following actions result in automatic updates to the Job Costing record:
- Sale is Approved - On approval of the Sale record a new Job Costing record is created and the Initial Gross Sale field is updated with the Sale's Initial Gross Sale amount. If the Sale had Sales Tax or a Finance Markup associated with it then the Job Costing Sales Tax and Finance Markup fields will be automatically updated.
- Approved Sale is Canceled - If an approved sale is later canceled, the Job Costing Sales Tax and Finance Markup fields are automatically updated to $0 and the Cancel Credit field is automatically updated to the total of Initial Gross Sale and Gross Change Orders field. If there was a Cancel Fee assessed when canceled then the Cancel Fee field will be automatically updated for that fee.
- Reactivate a Canceled Sale - If a canceled Sale is then reactivated, the Job Costing Sales Tax and Finance Markup fields are automatically updated to the amounts pre cancellation and the Cancel Credit and Cancel Fee fields are automatically updated to $0.
- Write-Off Open Balance - If you are unable to collect any remaining open balance from the Customer and choose to write-off that open balance, the the Job Costing Bad Debt Expense field will be automatically updated for the amount written off on the Sale record.
Change Orders Process
The Change Order Process helps manage any contractual changes that may be required on any Job. It commences when a new Change Order record is created and when the Customer agrees to the Change Order and it is approved by management, the Job Costing record Gross Change Order field is automatically updated with total Gross Change Order amount. If the Change Order had Sales Tax or a Finance Markup associated with it then the Job Costing Sales Tax and Finance Markup fields will be automatically updated.
Commissions Process
The Commission Process helps manage and ensure your sales reps get paid their respective commission due after each sale is completed. When a Sale is approved a new Commission record is automatically created and during the approval process on a Change Order there is an option to add a Commission record. Once each Commission is completed and it is approved by management, the related Job Costing record's Commission field is automatically updated for the amount of the commission expense that was approved. If a Sale record is canceled the related Commission expense is reversed and the Job Costing record will be updated to $0.
Products Ordered Process
The Products Order Process helps manage the products that are required to complete each Job. When you receive the related Product Order invoice from your vendor and approve the Product Order record, the related Job Costing record's Material Cost field will be automatically updated with the Total Product Costs from the Product Order record that was approved.
Inventory Request Process
The Inventory Process helps manage your inventory to ensure you have proper stock on hand for all jobs and ensure you have no theft of inventory. When you create a Inventory Request record for a Job and complete the Items Picked Transition, the related Job Costing record's Material Cost field will be automatically updated with the Total Picked Items field from the Inventory Request record. If any inventory items were brought to the Job are then returned to inventory by completing the Return to Inventory Transition, the related Job Costing record's Material Cost field will be automatically reduced with the Total Returned Items field from the Inventory Request record.
Employee Labor Process
The Employee Labor Process helps manage and capture employee hours worked and earnings made through a time card feature as well as an employee worksheet feature. When a Payroll record is created via completing a time clock for the day or from completing an employee worksheet it is ready for management to review and approve. On approval, and if the Time Card or Worksheet is associated to a Job, the related Job Costing record's Labor Cost field will be automatically updated with the Full Payroll Cost field and a Payroll record will be created.
Subcontractor Process
The Subcontractor Process helps manage your subcontractor payments by ensuring your subcontractor charges match the agreed rates. When a subcontractor bill is received and it's related Subcontractor record is reviewed and approved, the related Job Costing record's Labor Cost field will be automatically updated with the Total Sub Cost field from the Subcontractor record.
Expenditures Process
The Expenditure Process consolidates vendor purchases, credit card charges and employee expenses in a single location to give you more control over all your expenses in the business. When you create an Expenditure record that is tied directly to a Job and that Expenditure record is approved, the related Job Costing record is automatically updated for only amounts directly associated with Permit Costs, Engineering Costs and Job Costs - Direct.
Customer Receipts Process
The Customer Receipt Process helps track and assign customer payments received. When you create a Customer Receipt record and complete the Approve and Process Transition, the related Job Costing record's Credit Card Fees or Financing Cost fields will be automatically updated with the Customer Receipts Credit Card Cost or Finance Fee - Cost fields.
Customer Credits Process
The Customer Credit Process assists in handling credits associated with installation issues and general customer service issues. When you create an Invoices-Credits record and complete the Approve Transition for Source of Install Related or Customer Service, the related Job Costing record's Install Related Credits or Customer Service Credits fields will be automatically respectively updated based on the Invoices-Credits Grand Total field.
Referral Bonus Process
The Referral Bonus Process manages and tracks all referrals as well as referral bonuses. When a referral is sold and approved, a referral bonus is automatically created. Upon completing and approving a Referral Bonus, the the related Job Costing record's Referral Bonus will be automatically updated with the Approved Amount field from the Referral Bonus record.
Allocated Costs Process
The Allocated Costs Process assists in allocating any Job Costing line item across Jobs via Install Date or Sold Date. It also provides the ability to narrow Job Costing records by product and/or lead source. When an Allocated Costs record is approved, the related Job Costing records will be updated based on their respective allocation using the JC Line Item field in the Allocated Costs record.
Access to Job Costing Records
The default setup for access to Job Costing records includes a sharing rule so all profiles with access to the Job Costing module have view access to all records. However, the Profile type will dedicate what fields the users will be able to see. Following is an overview on the 2 different types of field access:
- Administrator, Senior Management and Management Profiles will have access to see all fields.
- Office & Sales Rep Profiles will only be able to see the fields in the About This Job Costing section and will not see any financial details.
- Field & Time Clock Profiles do not have access to the Job Costing module.
While there is a default sharing rule to give View access only - the Owner of the record, and that Owner's direct superiors in the organizational hierarchy, will have access to also update the record. On creation of the Job Costing record, the Owner is setup to as the Finance Owner on the related Sale record.
Job Costing Standard Custom Views
1Stop provides a set of preconfigured Custom List Views, specifically designed to make it easy to view records according to their current State within the Blueprint. For more details, see the
About Custom Views article.
- All Locked Job Costing - All Job Costing records that have been locked. You can not filter or delete this view.
- All Job Costing - All Job Costing records. You can not filter or delete this view.
- My Job Costing - All Job Costing records where you are listed as the Job Costing Owner. You can not filter or delete this view.
- Recently Created Job Costing- All Job Costing records created in the last 30 days. You can not filter or delete this view.
- Recently Modified Job Costing- All Job Costing records modified in the last 30 days. You can not filter or delete this view.
- Unsubscribed Job Costing - Not relevant for this module. You can not filter or delete this view.