Projects & costs
See the cost of each job alongside its budget, commitments and remaining work.
Approval conditions
Finance Manager independently approves every invoice and credit snapshot (Status: Draft → PendingApproval → Approved).
PendingApproval
- PB-21157 PRJ-8420 7 d
- PB-33852 PRJ-9728 8 d
- PB-17705 PRJ-3861 4 d
- PB-51786 PRJ-6797 7 d
- PB-64487 PRJ-8582 12 d
PB-21157
- Project
- PRJ-8420
- Kind
- Original
- Currency
- CRR-8908
- EffectiveDate
- 10 Sep
- Snapshot
- DR-18418
Approval waits for the finance manager.
Organize work around the job
Projects connect the responsible company, customer contract, sites and cost codes. A cost code gives the team a consistent place to collect material use, labor, equipment, subcontract work and other attributable charges.
Site ownership remains explicit when several jobs share a warehouse or work yard. A project label helps organize reporting; it does not transfer another company’s stock or financial obligations. The underlying transaction preserves the actual company and source.
- Use the same cost-code structure for budget and actual work.
- Keep individual site activity visible within the project.
- Trace shared costs to their reviewed allocation basis.
- Retain earlier budget and forecast versions for comparison.
YouStatusDraftRunningSubmittedRejected
Keep the budget and forecast distinct
The approved budget is the agreed delivery baseline. A revised forecast combines actual cost with a reviewed estimate of the work still required. This lets a Project Manager explain an expected overrun before the final supplier invoice arrives.
Remaining commitments represent unperformed purchase and subcontract scope. Acquired materials that are still in stock are a separate resource for future work. The forecast states whether its estimate to complete already includes these resources, so the same remaining work is counted once.
| Project measure | What it answers |
|---|---|
| Approved budget | What cost was authorized for the agreed scope? |
| Actual job cost | What has been consumed, accepted or incurred? |
| Unperformed commitment | What agreed supplier work or supply remains? |
| Owned unused materials | What acquired stock is available for future use? |
| Forecast to complete | What further cost does the current plan require? |
An unpaid bill measures a financial obligation. It is not a substitute for the unperformed commitment or the remaining forecast.
StatusApprovedActivePartiallyFulfilledHeld
Capture the work done on site
Project Worker records actual labor or equipment usage against the assigned job and cost code. The record retains the real work date, quantity, resource and supporting evidence. Independently accepted work uses the effective reviewed rate or cost basis for that activity.
A later rate change preserves the cost of earlier accepted work. Cost-code allocations consume the original accepted quantity and value. Shared resource work follows its available time and capacity, keeping the same shift or equipment charge from appearing in full on several projects.
Accepted hours and equipment usage give the project team a current cost view using the reviewed rate basis. The expense offsets a resource clearing or accrual balance. A later actual bill or cost import clears that same source, with only an independently approved difference adding expense. Unmatched residuals remain visible for reconciliation.
StatusActiveOnHoldOperationallyCompletePendingFinancialClose
Charge materials when the job uses them
Materials received into a warehouse or delivered into company-owned site storage remain inventory. An internal transfer changes custody. Actual approved project use consumes the traced quantity and carrying value into job cost.
Unused site stock can move back to the warehouse without reversing a job expense that never occurred. Recovering previously consumed material requires its own actual recovery evidence and financial treatment.
Prefabricated output follows the same principle. Production first converts its actual WIP into accepted finished stock. The job receives a material cost when it uses that stock. Any managerial allocation of production variance retains a reconciliation to the original financial cost rather than creating another expense.
Follow each cost to its source
Accepted subcontract work creates its attributable job cost and accrual before the bill. The later matched bill clears that accrual and records only the approved difference. Material use, accepted effort and actual charges each have a durable source, with corrections linked back to it.
This history supports a practical project review: identify the cost code, inspect the work or consumption evidence, compare it with the approved plan, and update the remaining forecast. Unknown valuation remains an outstanding task rather than a zero hidden in the total.
Project completion also keeps remaining obligations visible. Outstanding supplier work, returns, retained amounts and financial close items must retain their owners even when field activity is finished. Follow Record and certify work for the connection between actual activity and customer progress review.
Modules
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Estimates & contracts
Build a clear offer and carry the agreed scope into every project.
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Projects & costs
See the cost of each job alongside its budget, commitments and remaining work.
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Purchasing & subcontractors
Connect supplier commitments, accepted work and bills to the right job.
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Materials & sites
Know what is available, where it is held and what each job has used.
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Production & prefabrication
Turn released designs and actual workshop work into traceable finished assemblies.
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Billing & collections
Turn agreed progress into clear bills and keep collections tied to the right contract.
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Finance
Bring project economics, supplier obligations and collections into each company’s books.
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Reporting
Bring project progress, cost and financial obligations into a consistent review.
Reports
All reportsEstimate Comparison
Compare Quotes, QuoteLines and EstimateComponents by project, offered revision and accepted alternative using frozen quantities, units, selling assumptions and effective cost/rate evidence; show material, labor, equipment, subcontract and other planned cost separately from accepted price and approved changes, retain reviewed zero versus unresolved cost, and leave margin percentage unavailable when its cost basis is unresolved or its net-price denominator is zero.
Project Budget and Forecast
At one project/cost-code/currency cutoff, compare original and approved revised ProjectBudgets/ProjectBudgetLines with signed actual ProjectCostEntries/ProjectCostAllocations and the independently approved ProjectForecasts/ProjectForecastLines; forecast final cost equals the comparable actual expense plus disjoint RemainingCost only when both are known, while remaining commitments and owned unused materials are separately disclosed with their included/excluded forecast basis so they cannot be added twice.
Commitments and Subcontract Cost
Reconcile approved PurchaseOrderLines and SubcontractLines through ProjectCommitments, receipt or subcontract acceptance, SubcontractAccruals and BillMatches by supplier/project/cost code and source currency; show gross increases, reductions already included in net current authority, fulfilled scope, active claims and unperformed remainder separately from accepted expense, remaining accrual, billed AP and payment, with known-zero accepted work visible and unknown valuation unresolved.
Roles and permissions
Controls project scope, technical budgets, forecasts and independent accepted work.
Records site facts and independently accepts actual internal field work.
Performs assigned field work and records actual quantities and effort.
Records physical receiving and executes approved material custody and goods delivery.
Prepares and executes guarded financial allocations and reconciliations.
Related processes
Estimate to contract
Carry a reviewed estimate into an agreed scope, budget and financial basis.
8 stages · 4 approvals
Procure to pay
Match supplier commitments to real deliveries, accepted subcontract work and payment.
8 stages · 4 approvals
Record and certify work
Connect accepted site activity to a reviewable customer progress application.
7 stages · 4 approvals