Know your numbers
Job costing for contractors: what every job actually made
Every estimate, invoice, payment and expense belongs to a job. Artemian totals them while the job runs, and at year end gives you gross receipts, fees, expenses and net profit by Schedule C line.
Sample data
Kitchen remodel
Juliana Torres · 14 Oak St, Somerville, MA · Completed Jul 03
Contracted
$24,500
Estimate #1042 · approved Jun 02
Received
$24,500
2 payments · paid in full
Costs and fees
$14,392
4 expenses · 3 crew payments
Profit
$10,108
41% of received
Where the money went
- Materials and subcontractors−$9,860
- Crew and subs paid−$4,320
- Payment fees−$212
- Profit$10,108
Timeline
- Jul 03Payout to bank$16,963
- Jul 01Payment · card+$17,150
- Jun 28Invoice #2096 sent · balance$17,150
- Jun 24Crew and subs paid−$4,320
- Jun 10Expense · materials · receipt−$9,860
- Jun 04Payment · ACH · deposit+$7,350
- Jun 02Estimate #1042 approved$24,500
The problem
A bank balance does not say which job paid for which
Money comes in and money goes out, and nothing ties a receipt to the job it was for. Without costs on jobs, the kitchen that made money and the deck that lost it look the same.
Payments arrive through invoices paid by card or ACH, and what you pay your crew and subs is recorded on the job, so its numbers fill in as the work happens.
How it works
- 01
A job for every piece of work
A job opens when the client approves the estimate. Invoices, payments and expenses are recorded on it.
- 02
Expenses as they happen
Materials, subcontractors, fuel, permits: log the amount, attach the receipt and pick the job. Overhead is recorded too.
- 03
Profit, job by job
Contracted, received, costs and fees, and what is left, for every job and for the business.
What you get
Receipts attached
The photo of the receipt stays with the expense, for you and your accountant.
Categories that match your taxes
Materials, subcontractors, equipment rental, fuel and vehicle, permits, insurance and more.
Profit by job
Contracted, received, costs and profit for every job, side by side.
Cash flow
Money in and money out over time, so a slow month is visible before it hurts.
Receivables
Open invoices by age, and the customers who are most overdue.
Tax summary
Gross receipts, fees, expenses and net profit, organized by Schedule C line, ready for your accountant.
Job costing & expenses: questions
What counts as a cost on a job?
Expenses recorded on the job, what you paid your crew and subs for it, and the payment fees. Expenses with no job are tracked as overhead.
Do I still need an accountant?
Yes. Artemian keeps the numbers organized and gives a tax summary by Schedule C line; it does not file your taxes.
Can I add expenses I paid in cash?
Yes. Pick how you paid: card, cash, check or bank transfer.
Does it track what I pay subcontractors?
Yes. Record a payment to someone on your crew and it adds up toward their 1099-NEC. Card payments are left out, because the card company reports those on a 1099-K.
Twenty founding contractors. One system for the money of every job.
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