Projects/Jobs

Projects/Jobs

Projects/Jobs in CustomBooks™

The Projects/Jobs module in CustomBooks™ allows users to group transactions for reporting and tracking purposes. A project or job is typically created for short-term needs, such as a client-specific task or project. For long-term or permanent grouping of transactions, Classes may be more appropriate.

  • Projects/Jobs are ideal for tracking income, expenses, and progress for specific client-related tasks.
  • Each project can only be associated with one customer, but a customer can have multiple projects.

Viewing Projects/Jobs

To view the list of current Projects/Jobs:

  1. Navigate to Lists > Projects/Jobs or Projects & Time > Projects/Jobs.



Creating a New Project/Job

Follow these steps to create a new project/job:

  1. Navigate to Lists > Projects/Jobs or Projects & Time > Projects/Jobs.
  2. Click Create > New.
  3. Enter the Project/Job Name.
  4. Select the associated Company (Customer or Vendor).
  5. Optionally, set the Project Period and Report Period.
  6. Choose the Project Type (either Time and Materials or Fixed).
  7. Set the Status (Open, In Progress, or Closed).
  8. Optionally, enter a Project Budget for income, expenses, and hours.
  9. Click Save or Save and Close to complete the setup.


Assigning a Project/Job to a Transaction

To track a project/job within a transaction:

  1. Open the transaction (e.g., Sales Invoice, Bill, Deposit, or Payment).
  2. Navigate to the Project and Classes tab.
  3. Select the project from the Project drop-down. If the transaction contains multiple line items, you can also assign a project to individual lines using the Project column.
  4. Click Save or Save and Close.


Tracking and Reporting using Projects

CustomBooks™ allows you to track and filter transactions by Projects/Jobs for insightful reporting. You can monitor performance, expenses, and profitability for specific projects, enabling better financial management.

Filtering Transactions by Project in Reports

To filter a report by a specific project/job:

  1. Open the desired report.
  2. Navigate to the Filter tab.
  3. Click the Add Filter button.
  4. Choose Project and select the project from the drop-down menu.
  5. Run the report to view only transactions related to that project.



    The example below is an Income Statement Standard Report filtered by a Project.


Project Financials Report

The Project Financials Report in CustomBooks™ offers a detailed overview of the financial performance of individual projects or multiple projects. This report is essential for businesses that rely on project-based work, such as construction, consulting, and services, as it helps monitor project budgets, compare actual costs to planned estimates, and assess profitability.

In CustomBooks™, the Project Financials Report includes the following sections:

  • Income: Income generated from the project.
  • Income Budget: The projected or estimated income expected from the project.
  • Expenses: Direct and indirect costs associated with the project, including materials, labor, and overhead costs.
  • Expense Budget: The estimated or planned expenses for the project.
  • Profit: A summary of how much profit the project has made.
  • Hours: The total number of hours logged for the project, including billable and non-billable time.
  • Hour Budget: The projected or estimated number of hours allocated for the project.


How to Run the Project Financials Report:

  1. Navigate to Projects & Time > Project Financials Report or Reports > Project Financials Report
  2. Run the report.

Tools: Project Profitability Matrix

The Project Profitability Matrix in CustomBooks™ provides a comprehensive overview of all projects and their profit/loss status. This tool enables project managers to track both actual and budgeted figures, helping them assess the financial health of active projects at a glance.

  1. Actual vs. Budgeted Comparison: View real-time financial performance against budgeted goals.
  2. Profit/Loss Tracking: Easily identify whether a project is generating a profit or incurring a loss.
  3. Quick Overview: The matrix displays a summary of key figures for all active projects, including income, expenses, and overall profitability.

How to Access the Project Profitability Matrix:

  1. Navigate to Projects & Time > Project Profitability Matrix.
  2. The matrix will display the actual and budgeted figures for each project, showing income, expenses, and net profit.


Tips and Tricks for Projects/Jobs

Maximize your efficiency when managing projects and jobs in CustomBooks™ with the following tips and tricks:

  1. View Transactions by Project: From the Projects list view, you can quickly access all transactions associated with a specific project. Select the desired project, click the Show drop-down, and choose Transactions. This will display a comprehensive list of all transactions assigned to that project, allowing for easy tracking and management.
  2. Utilize the Search Function: To find a specific project/job quickly, use the Search box located on the yellow command bar in the Projects/Jobs list. This feature helps you navigate through your projects efficiently without having to scroll through the entire list.
  3. Run Project Financial Reports: You can generate a Project Financial Report directly from the Projects/Jobs list view. Select the project you wish to analyze, click on the Show drop-down, and select Projects. This provides a focused report on the selected project, summarizing its financial performance and helping you stay informed about its profitability.

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