Overview: Job Costing

Updated on April 17th, 2025

Table of Contents

This article will teach you how to use the Job Costing feature of the Accounting App.

Creating a New Job

This feature will allow you to create a new job.

From the Accounting menu, click Job Costing.
From the Job Costing page, click the Add Job button.
Once the Add New Job window has opened, complete the form presented:

Field	Explanation
Company	Select the company for the job.
Job Title	Enter the title for the job.
Type	Select the job type: Capital - Improvements to the building and common areas. Tenant - Improvements to a tenant's space.
External ID	Enter an Asset ID or other Job ID required by your accounting system (optional).
Max. Approved	Enter the maximum approved amount for the job. For Tenant Jobs, this is the maximum amount the landlord will contribute to the job.
Start Date	Enter or select the date when the job will start.
Est. Completion Date	Enter or select the estimated date when the job will be completed.
Workflow	Select the appropriate Workflow associated with the job.

Click the Save button.
The new job has been saved.

Adding Attachments to a Job

This feature will allow you to attach files to a job.

From the Accounting menu, click Job Costing.
From the Job Costing page, click the ID# of the job that you desire to add an attachment to.
- Note: Ensure that you have clicked the correct tab for My Jobs, Open, or Closed to locate the desired job.
From the Job: [ID#] page, click the Actions button and then select Add Attachment.
Once the Add New Attachment window has opened, click Browse, navigate to the file on your computer, and click Open.
If applicable, provide a brief summary or comments regarding the attachment within the Comments ... textbox.
Click the Save Attachment button.
Your file has been attached to the job and is now visible under the Attachments tab.

Adding Line Items to a Job

This feature will allow you to add specific Line Items to a job. You can create Line Items and allocated amounts to each Line Item until the totals reach the Maximum Amount (Landlord's Cost) specified for the job.

From the Accounting menu, click Job Costing.
From the Job Costing page, click the ID# of the job that you desire to add an attachment to.
- Note: Ensure that you have clicked the correct tab for My Jobs, Open, or Closed to locate the desired job.
From the Job: [ID#] page, click the Actions button and then select Add Line Item.
Once the Add New Job Cost Line window has opened, complete the form presented:

Field	Explanation
Category	Select the category for the Line Item.
Amount	Enter the amount for the Line Item. Note: The amount can be edited at a later time.
Description	Enter a brief description of the Line Item.
Type	Select from the following choices: Direct Costs are all construction costs related to the job. Payables can be linked to these Line Items to track payment status (see Attaching a Job to a Payable Invoice). Note: For Tenant jobs, Direct Costs may exceed the Maximum Amount if the Tenant is reimbursing a portion of the total job. Tenant Reimbursements are for tenant contributions to the Direct Costs. Note: Select the Tenant Reimbursement Category when choosing this Line Item type. You cannot have a tenant reimbursement without a corresponding direct cost. Tenant Credits are for the portion of the landlord's costs (Maximum Amount) that is not used for construction and that may be applied to the tenant's account (as specified in the lease). Note: Select either the Rent Credit or Moving Allowance category when choosing this Line Item type.
Paid	This field will appear if the Line Item type is Tenant Reimbursements or Tenant Credits. Select Yes if the Tenant Reimbursement was received or if the Tenant Credit was applied to the tenant's account. Note: This can be edited at a later time.

Click the Save Job Cost Line button.
The Line Item has now been added to the job.

Editing a Line Item for a Job

This feature will allow you to update a previously created Job Line Item. You can update the category, change the amount, or add/edit the Line Item description. This feature is useful when you need to reallocate money across Line Items, such as moving money from your Contingency Line Item to your General Contractor Line Item.

From the Accounting menu, click Job Costing.
From the Job Costing page, click the ID# of the job that you desire to edit a Line Item for.
- Note: Ensure that you have clicked the correct tab for My Jobs, Open, or Closed to locate the desired job.
From the Job: [ID#] page, click the Line ItemCategory that you desire to edit.
Once the Update Job Cost Line window has opened, edit the fields as necessary.
Click the Save Job Cost Line button.
The Line Item has now been updated.

Removing a Line Item for a Job

This feature will allow you to remove a previously created Job Line Item.

From the Accounting menu, click Job Costing.
From the Job Costing page, click the ID# of the job that you desire to remove a Line Item for.
- Note: Ensure that you have clicked the correct tab for My Jobs, Open, or Closed to locate the desired Job.
From the Job: [ID#] page, click the checkbox next to the Line Item Category that you desire to remove.
- Note: You are unable to remove a Line Item that has a Payable Invoice attached to it.
Click the Actions button and select Remove Line Item(s).
- Note: This option will not be available unless you select a checkbox for a specific Line Item to remove.
The Line Item has now been removed.

Updating the Maximum Amount for a Job

In order to update the Maximum Amount for a job it must be bounced back to the beginning of the Workflow and then reapproved.
- Note: See the Bouncing a Job article for reference.

Approving a Job

This feature will allow you to approve a job.

From the Accounting menu, click Job Costing.
From the Job Costing page, click the My Jobs tab and then click the ID# of the job that you desire to approve.
From the Job: [ID#] page, click the Actions button and then select Approve or Approve & Comment.
If you selected Approve & Comment, enter your desired comments and click the Approve Job button.
You have now approved the job.

Bouncing a Job

This feature will allow you to send a job back to the initiator for correction prior to your approval.

From the Accounting menu, click Job Costing.
From the Job Costing page, click the My Jobs tab and then click the ID# of the job that you desire to bounce.
From the Job: [ID#] page, click the Actions button and then select Bounce.
Enter your desired comments in the textbox and then click the Bounce Job button.
- Note: Comments are necessary to inform those in the Workflow what is required to be corrected.
The job has now been been bounced back to the beginning of the Workflow.

Closing a Job

This feature will allow you to close a job once it has been completed.

From the Accounting menu, click Job Costing.
From the Job Costing page, click the My Jobs tab and then click the ID# of the job that you desire to close.
From the Job: [ID#] page, click the Actions button and then select Close.
The job has been closed and is now visible under the Closed tab.

Attaching a Job to a Payable Invoice

This feature will allow you to attach a job with a Payable Invoice.

From the Accounting menu, click Accounts Payable.
From the Accounts Payable page, click the Invoice# of the Payable Invoice.
Navigate to the Invoice Distributions section and select the desired Job Line item from the Job Code drop-down list.
Click the Save button.
The Job Line item has now been added to the Payable Invoice.

Exporting a Job to PDF

This feature will allow you to export a job to .PDF format to be printed or saved to your computer.

From the Accounting menu, click Job Costing.
From the Job Costing page, click the ID# of the job that you desire to export to .PDF format.
- Note: Ensure that you have clicked the correct tab for My Jobs, Open, or Closed to locate the desired job.
From the Job: [ID#] page, click the Actions button and then select Export to PDF.
Once the Job Cost Details window has opened, click Print to print the Job or Save to save a copy of the job to your computer.
The job has been exported.

Overview: Job Costing Creating a New Job Adding Attachments to a Job Adding Line Items to a Job Editing a Line Item for a Job Removing a Line Item for a Job Approving a Job Bouncing a Job Closing a Job Attaching a Job to a Payable Invoice Exporting a Job to PDF

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