What should I track for accurate job costing?
Accurate job costing requires tracking everything that goes into completing a project. That means labor, materials, subcontractors, equipment, and allocated overhead. Miss any of these and your profit numbers are fiction.
Labor is more than just wages. Track hours by job and by phase within the job. Then add the burden, which includes employer payroll taxes, workers’ comp insurance, health insurance contributions, and retirement matching. A $30/hour employee actually costs you $38 to $42 per hour once burden is included. If you’re tracking wages but ignoring burden, you’re understating labor costs by 25% or more.
Materials need to be coded to specific jobs at the time of purchase. When your crew picks up lumber at the supply house, that receipt should show which project it’s for. Don’t wait until month-end to figure out where everything went. Include delivery charges and account for reasonable waste. The dumpster full of cutoffs came from somewhere.
Subcontractor costs often represent 40% to 60% of a project. Every sub invoice needs to hit the right job. Track committed costs too. If you’ve signed a $15,000 contract with a plumber but only received $8,000 in invoices so far, you have $7,000 more coming that should factor into your job cost projections.
Equipment costs depend on whether you own or rent. Rental invoices are straightforward to code. Owned equipment is trickier. You need an internal rate that reflects depreciation, maintenance, fuel, and repairs. An excavator sitting on your lot doesn’t cost you nothing just because you own it. Allocate equipment time to jobs based on actual usage.
Overhead gets tricky because it’s not tied to any single project. Your office rent, estimator’s salary, accounting fees, insurance, and vehicle costs all support your jobs but don’t belong to any one of them. Pick a reasonable allocation method. Some contractors allocate based on job revenue percentage. Others use labor hours. The method matters less than being consistent.
Change orders require separate tracking. When the customer adds scope, that’s new budget you’re working against. Keep original contract amounts separate from approved changes so you can measure performance against what you originally estimated.
The level of detail matters. Tracking labor to the job level tells you something. Tracking to the phase level tells you more. Tracking to the cost code within each phase tells you exactly where you’re making or losing money. A construction bookkeeper in American Fork who understands the trades can help you set up the right structure without overcomplicating things.
All of this tracking serves one purpose. Knowing your true margins so you can estimate better, bid smarter, and stop losing money on jobs you thought were profitable.
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More Questions
Where can I find a construction bookkeeper in American Fork?
TRUEquity Bookkeeping is based in American Fork and specializes in construction accounting. The firm works with contractors, tradespeople, and home builders throughout Utah Valley, with a focus on job costing that shows profitability at the project level.
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QuickBooks Online handles most janitorial business needs including recurring invoicing, customer tracking, and payroll for cleaning crews. The software choice matters less than setting it up to match how your business actually operates.
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Keep job-level documentation including contracts, material receipts coded to each project, and labor records. These records let you see profitability by job instead of guessing which projects actually made money.
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Expense surprises usually happen because irregular costs aren't planned for, committed costs aren't tracked, or you're only looking at your bank balance instead of your full financial picture.
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Track parts by logging them against each job in your field service software or QuickBooks. Truck stock is the hard part since inventory moves across multiple vehicles. Regular counts and a simple checkout system for warehouse transfers keep your numbers accurate.
Read answerHow do I handle contractor vs employee classification?
The IRS looks at behavioral control, financial control, and the type of relationship. If you control how and when someone works, provide their tools, and they work exclusively for you, they're likely an employee regardless of what you call them.
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