How to Track Job Expenses

Why track expenses by job

When you know what each job actually cost, you can price the next one with more confidence and spot jobs that ran over. It also makes year-end records much easier to hand to whoever does your books.

Give every job a name

Create a project or job name for each piece of work, like "Riverside Kitchen Remodel". Use the same name everywhere: on expenses, receipts, and invoices.

Record expenses as they happen

The longer you wait, the more you forget. Record an expense when you make the purchase, or at least the same day. Assign it to the job right away.

Use a short list of categories

A handful of consistent categories beats dozens of specific ones. A common starting point:

• Materials
• Subcontractors
• Equipment and tools
• Permits and fees
• Fuel and travel
• Office and administration

Keep the receipt with the expense

Attach a photo or PDF of the receipt to the expense itself instead of a separate folder. When a question comes up later, the proof is right there.

Review once a week

Set aside a few minutes each week to look at each active job's spending. Catching a missing receipt or a cost on the wrong job is much easier while it is fresh.