Understanding Cost Tracking in Site Service Pro
Site Service Pro provides three distinct methods for tracking project costs. Each method serves a specific purpose and helps you maintain accurate financial records for your construction and service projects.
Overview of Cost Tracking Methods
| Method | Best For | Entered From | Typical Users |
|---|---|---|---|
| Timesheet Materials | Materials used daily on-site | Timesheet entry | Field workers, foremen |
| Material Invoices | Vendor bills for materials | Material Invoices page | Office staff, project managers |
| Project Expenses | Miscellaneous costs, reimbursements | Project Expenses page | All team members |
1. Timesheet Materials
Purpose: Track materials consumed during daily work activities.
Timesheet Materials are entered directly within a timesheet and represent materials that were used or consumed on a specific day at a specific project. This is ideal for:
- Consumable materials (fasteners, adhesives, tape, etc.)
- Small quantities used during daily work
- Materials that don't have formal vendor invoices
- Quick tracking of material usage by field personnel
Key Characteristics:
- Linked to a specific timesheet and date
- Entered by the person doing the work
- Often estimated costs or catalog prices
- Good for operational tracking
2. Material Invoices
Purpose: Track formal vendor invoices for materials purchased.
Material Invoices represent actual vendor bills for materials ordered and delivered to projects. This method provides:
- Accurate vendor pricing and invoice tracking
- Approval workflow for invoice verification
- Payment status tracking (Pending → Approved → Paid)
- Direct connection to vendor records
When to Use Material Invoices:
- You receive a formal invoice from a vendor
- Materials were ordered specifically for a project
- You need to track payment status
- Accurate cost accounting is required for billing
Key Features:
- Multiple line items per invoice
- Invoice number and vendor tracking
- Due date management
- Status workflow (Pending, Approved, Paid)
3. Project Expenses
Purpose: Track miscellaneous project costs and employee reimbursements.
Project Expenses capture costs that don't fit into the timesheet or material invoice categories:
- Employee reimbursements (fuel, meals, supplies)
- Permit fees and inspection costs
- Equipment rentals (short-term)
- Delivery charges
- Any other project-related expenditures
Key Features:
- Category-based organization
- Billable/non-billable flagging
- Reimbursement tracking for employees
- Approval workflow
- Receipt attachment support
Choosing the Right Method
Use Timesheet Materials when:
- Recording daily material consumption
- Field workers need quick entry
- Materials are used from existing inventory
- Detailed vendor invoice isn't available
Use Material Invoices when:
- You have a formal vendor invoice
- Payment tracking is needed
- Multiple materials on one purchase order
- Accurate cost accounting required
Use Project Expenses when:
- Tracking employee out-of-pocket costs
- Recording miscellaneous fees
- Expenses need reimbursement
- Costs don't fit other categories
How Costs Flow to Job Costing
All three cost tracking methods feed into the Job Costing reports:
Job Costing = Labor Costs + Equipment Costs + Material Costs + Expenses
(Timesheets) (Timesheets) (All 3 methods) (Expenses)
The Job Costing page aggregates:
- Timesheet Materials → Materials section
- Material Invoices → Materials section
- Project Expenses → Expenses section
This gives you a complete picture of project costs for accurate billing and profitability analysis.
Best Practices
- Be Consistent: Choose one method for each type of cost and use it consistently
- Enter Timely: Record costs as soon as possible while details are fresh
- Include Details: Always add descriptions and notes for future reference
- Assign Correctly: Make sure costs are assigned to the correct project
- Use Approvals: Leverage the approval workflow for Material Invoices and Expenses
- Attach Receipts: Upload receipts and invoices when available