Watch a 5-minute tutorial about using job costing reports
You can use job reports in QuickBooks to learn which jobs are making money
and which jobs are losing money. These reports help you invoice customers,
create better estimates, analyze how well each job is progressing financially,
and identify problem jobs before it's too late.
To view these reports, go to the Contractor menu, choose Job Costing, and click the report you want to view.
You can also go to the Reports menu, choose Jobs, Time &
Mileage, and click the report you want to view.
These reports give you a snapshot of your jobs so you can see which jobs are
making money and which are not. The Summary report shows revenue, cost,
and profit for each of your jobs. The Detail report drills down into a job, and
shows revenue, cost, and profit by item for that job.
Print the summary or detail report before you invoice a customer to help
ensure a job's actual costs aren't running too high or low in relation
to its invoices.
The summary report gives you a good idea of where each job's actual
costs are in relation to its invoices. You can use it to make sure your costs
and profits are covered and you stay on top of invoicing your customers. For
example, if you invoice your customers each week on a lump sum basis, this
report will help you analyze exactly what the costs are to date and how much
you've invoiced so far.
Once you've invoiced 100 percent of a job, the summary report will tell
you how profitable that job was overall. For example, if the actual cost of a
job was $10,000 and you invoiced $17,000, the $7,000 difference is gross profit
(profit before counting overhead costs).
The Job Profitability Detail report shows a single job, broken down by
items. This is particularly useful if you set up your items by job phase. You
can then use this report to help invoice a job on a
percentage-complete basis by phase.
Since this report gives you a good idea of where each job's actual costs
are in relation to the amount you've invoiced the customer for that job, it
will help you decide how much you should invoice. For example, if you invoice a
job based on how much work has been completed on each phase of construction,
use this report to analyze exactly what the costs are to date by job phase and
how much you've previously invoiced. Then you can quickly produce an
invoice for the job by phase of construction.
Once you've invoiced 100 percent of a job, the detail report will give
you an idea of a job's profitability by phase. For example, if phase
01-Plan-Perm's actual cost is $500 and its actual revenue is $600, then the
profit is $100.
Use these reports to see how accurate your estimates are and to improve your
future estimates. This might be the most important use of job costing
The summary report compares estimated costs and revenues to actual costs and
revenues for all of your jobs. This report is especially useful if you have
many small jobs that last a short time. Use it to adjust estimated costs if you
find that certain types of jobs consistently have lower profit margins.
If you see a big variance on an individual job, use the detail report to
compare estimated costs and revenues to actual costs and revenues by item
within that job. The detail report may also be more useful to you if you have
large projects with many phases that span several months or years. If you set
up your items as job phases, the detail report will give you a good idea of
which phases of a job were over or under estimate.
Use these four reports to make sure you don't overpay vendors. These
reports show you exactly how much you have spent with each supplier or
subcontractor for each job.
Use the report that presents the information in the way that best suits your
needs. The detail reports include all the expenses on the summary reports, as
well as all the transactions that make up the expenses. For the Job Costs by
Vendor and Job reports, expenses are grouped and totaled by vendor (supplier or
subcontractor). Then for each vendor, expenses are further subtotaled by job.
For the Job Costs by Job and Vendor reports, expenses are grouped and totaled
by job. Then for each job, expenses are further subtotaled by vendor.
Use these reports to calculate the expected cost to complete your jobs.
Consider reviewing this information on a regular basis to find out which
jobs—or which phases of a specific job—are over or under estimate
while there's still time to make adjustments.
The Cost to Complete by Job Summary report gives you a snapshot of the
expected cost to complete all your jobs. The Detail report shows you the
expected cost to complete each item of a specific job.
This report lists each individual transaction for each job you have set up
in QuickBooks. It is useful if you need a report that breaks out all
material supplier purchases, all subcontractor bills, and all labor costs
(including labor burden) for each job.
You can filter this report to include only one job. Click the Customize Report
button, click the Filters tab, and then select Name in the Filter scroll box. Click
the Name drop-down list, choose the desired job, and then click OK.
These reports show what you owe to vendors, grouped by vendor or job. Use
these reports to manage your cash flow and make sure you pay your bills on
The Unpaid Bills by Job report lists bills you have not yet paid, sorted by
customers and jobs. This report is particularly useful if your standard
practice is to pay vendor bills for a specific job when you receive a payment
from the customer. After you receive a payment, you can print this report and
proceed to the Pay Bills window. The report can help you decide which vendor
bills should get paid now and which you may wish to wait to pay.
The Unpaid Job Bills by Vendor report lists bills you have not paid, sorted
by vendor or subcontractor. This is useful, for example, if you get a
call from a vendor and you need to know quickly if that vendor has outstanding
bills that you haven't paid.
Use this report to help identify costs that you may have forgotten to pass
along to your customers. It is important that all job-related costs get
assigned to a job. Otherwise, your job cost reports will not accurately reflect
all costs, making your jobs look more profitable than they really are. This
report is particularly important if you invoice a customer on a Time and
Materials basis, as you might miss invoicing the customer for costs that
don't get assigned to a job.
By default, this report lists all your expenses. You can filter this report
to show only job-related costs (and not overhead expenses). Click
Customize Report, click the Filters tab, and then select Account in the Filter scroll
box. Click the Account drop-down list, choose "All cost-of-sales accounts,"
and then click OK.
For each customer or job, this report shows whether or not the estimate is
active, the estimate total, the total invoiced from the estimate on progress
invoices, and the percentage of the estimate already invoiced on progress
This report gives you an idea of how much has been invoiced to date (in
dollars) and what percentage of that amount is of the total estimated costs.
Run this report to check whether the actual job site progress matches up with
the percentage invoiced. For example, if you get a project status report from
the field each week, compare the field's estimated percentage complete to
the % Progress on this report. They should be similar. If the information from
the field estimates a higher percentage complete than the % Progress report,
you may be behind in your invoices to the customer. If the % Progress report
has a higher percentage complete than the actual field progress estimate, you
may have invoiced more than you should have in the last billing cycle.
This report summarizes how much money your company has made or lost on each
item (service or inventory item) that your company sells.
This report summarizes how accurately your company estimated costs and
revenues for the items you sell. The report compares estimated cost to actual
cost and estimated revenue to actual revenue for all items.
This report shows how much you are making or losing on each job. The report
includes subtotals for each type of income or expense so you can see where
money is coming in and where you are spending it.
Job costing overview
Job costing center
labor burden in job cost reports
Reports for contractors