Job Finances Tab

The Finances tab is the financial picture of a Job. It pulls together the Original Estimate, Change Orders, Invoices, Purchased Materials & Equipment, Labor, and a project financial summary that compares the accepted Estimates and Change Orders to the actual costs.

The Finances tab only exists on Jobs. Opportunities do not have a Finances tab. The Original Estimate is on the Overview tab of an Opportunity and moves to the Finances tab when the Opportunity becomes a Job.

Project Financial Summary

The Project Financial Summary is the top section of the Finances tab. It shows estimated values from the Original Estimate and Change Orders, alongside totals for the entire project.

On the left, a pie chart breaks down the Estimate by category:

Estimated Labor. The total labor from the Original Estimate and locked Change Orders.
Estimated Materials.The total Materials cost from the Original Estimate and locked Change Orders.
Estimated Equipment. The total Equipment cost from the Original Estimate and locked Change Orders.
Contracted Subs. The total subcontractor labor.
Projected Gross Project. The estimated gross profit on the Job. Will display in red if negative.

On the right, the Estimate and Change Order summary totals:

Original Estimate. The total of the Original Estimate.
Change Order Totals. The combined total of all locked Change Orders.
Estimate Total. Original Estimate plus Change Order totals.

A red Project Gross Profit is the fastest signal that something is off on the Job. Check labor logged against the estimated hours, and confirm subcontractor and material & equipment costs are correct.

Cost Breakdown

The Cost Breakdown section shows actual costs logged against the Job to date, alongside a pie chart breakdown.

Labor Cost To Date. Labor costs from Timesheets logged against the Job.
Materials To Date. Cost of Materials purchased against the Job.
Equipment To Date. Cost of Equipment purchased or rented against the Job.
Subcontractor Cost To Date. Subcontractor costs logged against the Job.
Current Total Gross Profits. Estimate Total minus Current Total Cost.

Below the pie chart are two financial summaries:

Current Total Cost. Sum of all actual costs to date.
Gross Profit %. Current Total Gross Profits as a percentage of the Estimate Total.

To-Date Calculated Hours

The To-Date Calculated Hours section tracks labor hours against the Estimate and Change Orders.

Estimated Hours. Total estimated hours from the Original Estimate and locked Change Orders.
Regular Hours To-Date. Regular hours logged on Timesheets.
OT Hours To-Date. Overtime hours logged on Timesheets.
Available Hours. Estimated hours minus total hours logged.

A donut chart on the right shows the labor percentage completed, calculated from hours logged against estimated hours.

Below the donut, the Supervisor Report dropdown shows the percent complete reported by the Supervisor on the Job. This is a manual estimate of how much of the work is actually done, separate from the labor percent in the donut.

The Supervisor Report dropdown also appears on the WIP Report and the Status Manager.

To update the Supervisor Report, select a value from the dropdown. Workglue logs who reported the percentage.

Original Estimate

The Original Estimate section is where the estimate for the Job lives. The Estimate is built on the Opportunity and carries over to the Finances tab when the Opportunity is converted to a Job.

The Estimate number appears next to the Original Estimate title. Estimates can be found by Estimate number using the search bar at the top.

The Estimate table contains these columns:

Cost Code. The Cost Code on each line item, with a QBO badge if the Cost Code is synced to QuickBooks Online.
Description. Description of the line item.
Unit Type. Units of measure for the line item, such as Hours or Gallon.
Unit Cost. Cost per unit.
Unit Price. Price the customer is charged per unit.
Total Cost. Unit Cost multiplied by Quantity.
Total Price. Unit Price multiplied by Quantity.
Notes. Any notes on the line item.
Actions. Three-dot menu for the line item actions available when editing the estimate.

At the top right of the Original Estimate, the current Status, Cost, and Price are shown. While the Estimate is Unlocked, the Delete Estimate button also appears here, along with Create Quote in PaintScout if your company uses the PaintScout integration. Once the Estimate is locked, the Convert to Invoice and Send to QuickBooks buttons appear in its place.

Adding line items to the Estimate

When the Estimate has no line items, three options appear:

Copy Estimate. Copies an Existing Estimate from a Job into this Estimate. The line items can be edited before locking.
Import CSV. Imports line items from a CSV file.
Add Line Item. Add a line item manually.

Locking the Estimate

While the Estimate is Unlocked, line items can be added, edited, or deleted, and the Estimate can be deleted entirely.

To lock the Estimate, select Lock Estimate at the bottom of the Original Estimate section. Once locked:

Line items can no longer be added, edited, or deleted.
The Status changes to Locked, and the lock date is shown at the top right.
The Generate PDF button appears at the bottom right of the Original Estimate.
The Create Change Order button appears below the Estimate.

To view the lock change log for the Estimate, select Logs.

Unlocking the Estimate

Select Unlock Estimate at the bottom of the Original Estimate to unlock it.

An Estimate cannot be unlocked once hours have been logged or a Change Order has been added to the Job.

Sending the Estimate to QuickBooks Online

After locking the Estimate, select Update in QuickBooks at the top right of the Original Estimate to send the Estimate to QuickBooks Online.

When the Estimate is sent to QuickBooks Online for the first time:

Workglue creates the Customer in QuickBooks Online if it does not already exist.
Workglue creates the Sub-Customer under the Customer for the Job.
The Estimate is created on the Sub-Customer in QuickBooks Online.

The Estimate can also be sent to QuickBooks Online directly from an Opportunity. When that happens, the Customer and Sub-Customer are created at that point, before the Opportunity becomes a Job.

For full QuickBooks Online setup and sync information, see QuickBooks Online Integration.

Converting the Estimate to an Invoice

Once the Estimate is locked, it can be turned into an Invoice without re-entering line items.

Select Convert to Invoice at the top right of the Original Estimate.
The New Invoice modal opens with the Amount, Balance, and every line item copied from the Original Estimate.
To change a line item, select Edit on that row. The line item loads into the form below the table. Make your changes and select Update Line Item, or select Cancel Edit to leave it as is.
To remove a line item, select Delete on that row.
Change the Status if applicable.
Select Save Invoice.

The new Invoice appears in the Invoices section.

Generating a PDF of the Estimate

Select Generate PDF at the bottom right of the Original Estimate to open the Generate Estimate PDF modal.

Under Document Type, select Estimate for a customer-facing Estimate with pricing, or Work Order for a crew-facing document without pricing.
Under PDF template, select a template. The list includes the Workglue Default Template and any active templates your company has created for that document type. Your default template is selected automatically.
Select Generate PDF.

Change Orders

Change Orders are scope or pricing changes added after the Original Estimate is locked. They function the same way as the Original Estimate.

Creating a Change Order

To create a Change Order, select Create Change Order below the Original Estimate.

The Original Estimate must be locked before a Change Order can be created.

Adding Line Items to a Change Order

Select Add Line Item within the Change Order section to add line items. Line items use the same columns as the Original Estimate.

Locking and Unlocking a Change Order

Change Orders are locked and unlocked the same way as the Original Estimate. Once locked, the Convert to Invoice and Send to QuickBooks buttons appear at the top right of the Change Order. Unlock by selecting Unlock Change Order.

Converting a Change Order to an Invoice

Select Convert to Invoice at the top right of a locked Change Order. The New Invoice modal opens with the Amount, Balance, and line items copied from the Change Order. Edit, remove, or reduce line items the same way as converting the Original Estimate, then select Save Invoice.

Generating a PDF of a Change Order

Select Generate PDF at the bottom right of the Change Order to open the Generate Change Order PDF modal.

Under Document type, select Change Order or Work Order.
Under PDF template, select a template.
Select Generate PDF.

Deleting a Change Order

An unlocked Change Order can be deleted by selecting Delete Change Order at the top right of the Change Order.

Invoices

The Invoices section lists Invoices on the Job.

Invoices can come from two places:

From QuickBooks Online. When an Invoice is created on the Sub-Customer in QuickBooks Online, it appears in Workglue with a QBO badge. These invoices are read-only in Workglue.
Converted from an Estimate or Change Order. Created with Convert to Invoice on a locked Original Estimate or Change Order.
Created in Workglue. Created from scratch using New Invoice.

The Invoices list shows Invoice #, Date, Status, Balance, and Amount. Workglue assigns invoice numbers automatically.

Invoice actions

Select the three-dot menu on an invoice row to see the available actions:

View Details. Opens the Invoice Details modal.
Generate PDF. Opens the PDF modal to download the Invoice using a PDF template.
Edit. Opens the Invoice to change the Amount, Balance, Status, or line items.
Send to QuickBooks. Sends the Invoice to QuickBooks Online. Available for Invoices created in Workglue when your company uses the QuickBooks Online integration.
Delete. Deletes the Invoice.

The Invoice Details modal shows:

Invoice Information. Invoice number with QBO badge if applicable, Date, and Status pill.
Financial Summary. Total Amount, Balance, and the Job Name.
Line Items. Item, Description, Quantity, Unit Price, Tax, and Total.

Invoices that come from QuickBooks Online are read-only and cannot be modified or deleted in Workglue.

Creating a new Invoice in Workglue

To create a new Invoice from scratch, select New Invoice below the Invoices list. In the New Invoice modal, fill in:

Amount.
Balance.
Status. Defaults to Open. Options are Open, Overdue, Paid, and Success.

To add line items, fill in the Cost Code, Type, Description, Quantity, Unit Price, Total incl. tax (if different than the calculated total), and Tax fields and select Add Line Item. To clear the line item form, select Reset.

Select Save Invoice when finished.

Purchased Materials and Equipment To-Date

The Purchased Materials and Equipment To-Date section lists materials and equipment costs logged against the Job.

The table shows these columns:

Supplier. The supplier or vendor. A padlock icon appears next to the suppliers synced from QuickBooks Online, with a Synced from QuickBooks tooltip on hover.
Product. The product or item description.
Category. The QuickBooks category, such as Cost of Goods Sold or Equipment Rentals.
Date. Purchase date.
Part No. Part number, if applicable.
Total Cost. Total cost of the purchase.
Notes. Any notes on the purchase.

Purchases sync into this section when they are added to the Sub-Customer in QuickBooks Online. Purchases can also be added directly in Workglue using New Material Purchase.

Purchases added directly into Workglue do not sync to QuickBooks Online. For purchases to appear in QuickBooks reporting, add them to the Sub-Customer in QuickBooks Online.

Labor by Cost Code

The Labor by Cost Code section lists all labor hours logged against the Job, pulled from Timesheets.

Labor appears in this section whether or not a cost code is assigned to the time entry.