How a purchase becomes
a job cost.
See how a $339 parts purchase becomes a supported cost within a larger job. Keep the job moving without losing track of what still needs checking.
See which records you can start withJOB STORY
One question for the technician
Watch how a single reply and a receipt separate repair parts from van stock.
Read the transcript
Stock photography illustrates the scenario. Narration is synthetic.
A three hundred dollar purchase, before tax, does not mean one repair used
every part.
Fieldsum asks the technician one precise question.
The answer: two hundred forty dollars on the repair, and sixty kept in the
van.
Check the answer against the itemized receipt and the job.
When they agree, keep used parts and remaining stock separate under your
costing rules.
A later twenty dollar correction changes the repair cost.
Keep the earlier record, and an unrelated completed billing review.
A purchase needs context.
The transaction shows money spent, but it does not explain which job used the parts or what stayed in stock.
Example purchase: $300 before tax + $39 HST.
Ask the person who knows.
A focused follow-up asks for the job, the materials used, and the receipt. The worker can explain a split purchase instead of putting everything against one job.
The walkthrough follows this exchange from the field to the office.
“$240 for this repair.
$60 kept in the van.”Example field lead’s reply
Match the evidence.
The reply supplies context. The itemized receipt supports the amounts. Until they agree, the allocation stays provisional.
A missing receipt stays visible; no response does not become a guessed job cost.
Separate destinations.
One reconciled purchase.
Keep each review independent.
A corrected receipt adds $20 to job materials. The direct-cost margin changes from $780 to $760. Billing review remains reviewed.
That is a cost correction, not money recovered. Margin excludes overhead.
Start with the records
you already have.
Your records might be on paper, in spreadsheets, in an app or spread across all three. For a review, we start wherever your team keeps them.
Jobber & QuickBooks Online
If you use Jobber or QuickBooks Online. These are the first planned live connections. Jobber could supply work orders and crew time. QuickBooks Online could supply supplier bills, credits and expenses.
ServiceTitan & BuildOps
Use ServiceTitan or BuildOps? Tell us which system holds your work orders and crew time when requesting a review. We can check which existing exports would cover the jobs you want reviewed.
How records would be matched
Jobber has the completed work order and crew time. QuickBooks Online has a $500 subcontractor bill. In this example, the same expense also appears on the Jobber job. When the records identify the same bill and job, Fieldsum would count the $500 once and show the records behind the match.
If two bills could apply, the cost stays pending for the office. If the confirmed bill is corrected to $560, the cost review reopens and an already completed billing review stays in place.
What your team would do
When records agree, nobody needs to re-enter the cost or approve a routine match. If a specific detail is missing, such as crew hours, the field lead gets one focused question. The office sees unresolved conflicts and the evidence needed to settle them.
How an optional account connection would work
- Choose where your work orders, crew time and supplier bills live. Jobber and QuickBooks Online are the first planned live connections.
- An account admin approves access. Fieldsum would read available records, such as job numbers, time entries and supplier bills. Your team would continue making changes in the original apps.
- Fieldsum would use job numbers and references already on file to match records. If a reference is missing or two records could apply, only that item needs follow-up.
Start with 10 completed jobs
Tell us how you keep work orders, crew hours and costs. We’ll agree on what to share for those jobs, such as photos or scans of paper timesheets and supplier bills, spreadsheet files or software exports. Your team can share what it already has without retyping it into Fieldsum.
See what the 10-job review coversThe interactive example uses sample records.
See costs reconcileTry the purchase review.
Step into the office, answer as the field lead, then reconcile the receipt.
Open purchase review