All amounts are ex GST unless they say otherwise. Office only, except where noted.
Costs
What a job has cost so far against its BOQ budget, in the menu (pick the job) and as a tab inside each job.
| Number | Where it comes from |
|---|---|
| Spent so far | Labour plus every invoice entered |
| Budget (BOQ) | The direct cost in the latest estimate, before margin |
| Labour | Paid hours signed on this job times each person's hourly cost rate. Own crew only |
| Materials and subs | Invoices and bills entered against the job |
| Left in the budget | Budget less spent |
- Add cost: date, type, BOQ section, supplier, what it was for, invoice number, amount. Confirm in the box.
- Mistake? The person who entered a cost can remove it the same day, with a reason. From the next day it needs a manager.
- Hourly rates: each person's cost per hour to the company. A person with no rate shows the striped mark and counts as $0.
- By BOQ section: budget, spent and left per section; over budget is striped.
Paying for materials as you go
On the job's Materials tab, open a line and use Add what was paid: amount, date, invoice or receipt number. Every amount is also a line in Costs, so the two always agree. The Site Manager can add what he paid and sees the amounts per line, never the budget or the other costs.
Next: Variations ›Variations
- Anyone running the job presses Raise a variation. The Site Manager raises it without a price.
- The office prices it (a negative price is a credit), then Sent to client.
- When the client answers, Approved with how they approved, or Declined.
- An approved variation changes the contract at once, in Billing and in Costs.
On site, do not start extra work until the variation shows Approved.
Next: Billing ›Billing
| Number | Meaning |
|---|---|
| Contract now | Original contract plus approved variations |
| Claimed to date | Claims issued, paid or not |
| Paid | Money received |
| Outstanding | Issued and not paid yet |
| Still to claim | Contract less claimed |
- New claim: date, what it is for, amount, invoice number. Saved as a draft.
- Issue when the invoice has gone to the client. It falls due 14 days later.
- Mark paid with the day the money arrived.
A draft can be deleted; an issued claim can only be voided. Tabs: By job, Not paid yet, Payments received (by financial year, 1 July to 30 June).
Next: Bills ›Bills
Invoices received from subcontractors, suppliers and others.
- Add a bill and attach the PDF or photo.
- With drafting connected, BulkDesk reads the file and fills the fields. Always check them.
- Pick the job: the bill then also shows in that job's Costs.
- Mark it paid when it is paid. Removing a bill needs a manager and a reason.
Forecast
One chart stacks wages worked, wages rostered and bills by due date, by pay period or month, with a split by job.