Tracking Job Costs in QuickBooks Online Without Losing Your Mind

For landscapers, plumbers, electricians, or any contractor, knowing which jobs make money is everything. QuickBooks Online can track job costs like a pro - if you set it up right.
Here’s how to stay on top without spending hours buried in spreadsheets.

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1. Use Projects in QuickBooks Online

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• Go to Projects → New Project → assign it to the customer/job.
  
• Every invoice, bill, or expense linked to that project will roll up automatically.
  
  

Pro tip:

Treat each major job as a separate project so you can compare profitability later.
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2. Assign Expenses Correctly

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• Materials, subcontractors, fuel, or equipment rentals: always tag them to the right project.
  
• If you pay in cash or by credit card, categorize the expense and assign it to the project immediately.
  
  

Quick trick:

Use QuickBooks’ Mobile App to snap a photo of receipts and assign them on the spot.
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3. Sync Field Software Expenses Carefully

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• If you’re using a CRM, make sure expenses coming from the field are assigned to the correct job in QuickBooks.
  
• Double-check project names - a typo here can skew profitability reports.
  
  

4. Review Job Profitability Weekly

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• Go to Projects → select a project → Project Profitability.
  
• Check if labor, materials, or subcontractor costs are higher than expected.
  
• Adjust your quoting or scheduling if needed.

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5. Keep it Simple

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• Don’t overcomplicate categories. Stick to: Labor, Materials, Subcontractors, Equipment, Misc.
  

• Fewer categories = easier reports and faster decision-making.

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Bottom line:

QuickBooks Online can give contractors clear visibility into which jobs are profitable and which are costing you money. Use Projects, assign expenses diligently, and check profitability weekly - it’s the fastest way to stop losing money without losing your mind.

QuickBooks Online is excellent for accounting, but it’s not built to run a contracting business end-to-end. Adding MotionOps to your workflow gives you a field service management layer that QuickBooks simply doesn’t cover.
And best of all, MotionOps integrates with QuickBooks Online, so you never have to worry about double-entry. Learn more about the sync here.