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Welcome to CrewCost's Documentation

Set up guides, tutorials, and expert workflows.
Everything you need to build a data-driven construction firm with CrewCost.

Getting StartedAre you looking to get started? In the Getting Started section, you will find links to articles based on what you want to achieve with CrewCost./spaces/Huh4pxtCEbEphKDRHEbY/pages/oXaVr41Qv42tsxWYRx68/files/oSwAVvoAlBJdBl7SCaI5
Daily WorkflowsMaster your day-to-day operations with our streamlined guides for Accounts Payable, Accounts Receivable, and the Job Center. /spaces/Huh4pxtCEbEphKDRHEbY/pages/99WYXIzgjSvCyao80Kmf/files/VsepoadgMGzp4vK1wNI5
Accounting ConfigurationEstablish a rock-solid financial foundation with our Accounting Configuration resources. /spaces/Huh4pxtCEbEphKDRHEbY/pages/JdClgAJYEHaay17PLdb6/files/WCYVaPeDzixu61xsTz06
# What's CrewCost? CrewCost is a modern construction accounting software built specifically for general contractors. It replaces generic tools and complex ERPs with a single cloud-based system that manages your accounting, job costing, time tracking, and accounts payable in one place. Instead of juggling spreadsheets, manual bill entry, and disconnected job cost reports, CrewCost gives you real-time visibility into your budgets, committed costs, labor, and profitability. It’s easy to adopt, works out of the box, and was created by contractors who needed a simpler, more accurate way to manage construction financials. ## **Key Benefits** CrewCost gives your construction business a complete financial foundation designed to control costs, protect margins, and simplify daily operations.
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Track estimated vs. actuals, understand cost impacts instantly, and stay ahead of budget issues./files/AeGAkVMTIJ3RxCGWmRC1
Handle retainage, progressive billing, and committed costs without manual workarounds or custom setup./files/CxfQWCKa3fDWklFXmRai
Automatically ingest bills, match them to budgets and contracts, and route them for approval, all in one place./files/goerhpH39wEF99xukx3p
Use mobile time tracking to connect crew hours directly to job budgets and prevent overruns./files/xGaJPaVeAEb2eUAuzMfP
Because CrewCost is 100% cloud-based, your team can work from the office, field, or home, no servers or VPNs./files/oDq6CUm0QvjSRiKB3sUF
Start using CrewCost quickly without long implementations, custom deployments, or outside consultants./files/UZ38j0QJAkGhj2AX8S1f
## **Benefit Categories** The table below groups the main benefits into three practical categories. Each category highlights how these insights help your firm improve financial performance, optimize team efficiency, and make better decisions every day. | **Category** | **What It Solves** | **Key Benefits** | | ---------------------------------- | ----------------------------------------------------- | ------------------------------------------------------------------------ | | **Job Costing & Profitability** | Slow or unclear job performance visibility | Real-time job cost tracking, automated WIP, estimate vs. actual insights | | **Construction Accounting** | Processes too complex for generic systems | Retainage management, progressive billing, committed cost controls | | **Accounts Payable Automation** | Manual bill entry and limited compliance oversight | Automated bill intake, OCR, approval routing, contract + budget matching | | **Time Tracking & Labor Control** | Missing or inaccurate field labor data | Mobile crew time tracking, labor-to-budget integration | | **Cloud Access & Ease of Use** | Tools that are hard to deploy, maintain, or access | Fast onboarding, unlimited users, accessible from anywhere | | **Connected Financial Operations** | Disconnected job costing, accounting, and field tools | One system that keeps budgets, costs, and labor fully in sync | CrewCost brings together everything you need to manage your jobs and your financials—without the complexity of traditional construction software or the limitations of generic tools. ## **See also** You can explore these pages to continue: * [Start using CrewCost: ](/documentation/getting-started/start-using-crewcost)Learn the essential steps to set up your account and begin using the platform. * [Dashboard Overview: ](/documentation/getting-started/dashboard-overview)Learn how to navigate and use CrewCost's platform. # Start Using CrewCost This guide is designed to get you up and running with CrewCost as quickly as possible. Whether you are transitioning from a general accounting software or starting fresh, our goal is to help you bridge the gap between your field operations and your back-office financials. To start using CrewCost: {% stepper %} {% step %} ### Create your account Start by setting up an account. \ As you set it up, you can: * **Access every feature** with no restrictions, including job costing, budgeting, reporting, and dashboards. * **Invite team members** to test workflows collaboratively. * **Import sample data** to simulate real scenarios before committing. This gives you a full view of how CrewCost can support your business. {% endstep %} {% step %} ### Configure your settings You can customize CrewCost to meet your specific business needs by configuring your settings. 1. [Update business information](/documentation/general-settings/update-your-business-info)\ Add your company name, address, tax details, and display preferences so documents and reports reflect your brand. 2. [Manage payroll periods](/documentation/payroll-and-employee-settings/page-1)\ Define how often you run payroll (weekly, bi-weekly, monthly) to align labor costs with your reporting cycles. 3. [Set up your cost codes](/documentation/work-breakdown-structure/manage-cost-codes-names)\ Create or import cost codes that organize your project expenses into meaningful categories (e.g., labor, materials, subcontractors). {% endstep %} {% step %} ### Add customers and products You can add your customer database and your products or services. 1. [Add customers](#add-customers-and-products)\ Build your customer database and attach contacts, billing information, and default terms for quicker job creation. 2. [Add products](/documentation/daily-workflows/accounts-receivable/add-products)\ Configure the labor types, materials, equipment, or service items you sell, including unit costs, markup rules, and descriptions. {% endstep %} {% step %} ### Create a job With your framework configured, you can now create a job in the **Job Center**.\ Each job serves as a complete financial container and includes: * **Estimates**\ Build detailed estimates using your cost codes and product catalog. * **Contract**\ Define the job agreement, fee structure, and payment terms. * **Budget**\ Establish planned labor, materials, subcontractor costs, and margins. * **Change orders**\ Track all scope adjustments and their financial impact. * **Transactions**\ Capture time entries, vendor invoices, material costs, and payments in one place. Jobs are the central hub for tracking both operational and financial activity. {% endstep %} {% step %} ### Monitor project financials Once your job is running, use the dashboard to track performance in real time.\ You can monitor: * **Budget vs. actuals** to identify variances early and course-correct. * **Cash flow** to understand incoming payments vs. outgoing costs. * **Estimated profit and margin** based on live cost accumulation. * **Labor productivity** metrics. This visibility helps keep projects on schedule and financially healthy. {% endstep %} {% step %} ### Monitor company health All job-level activity rolls up into the **Company Dashboard**, giving leadership a high-level view of overall performance.\ You can quickly review: * **Company-wide profitability** based on all active and completed jobs. * **Cash position trends** to support operational and financial planning. * **Job distribution and performance** to identify which types of work generate the best returns. * **Labor cost trends** to evaluate staffing efficiency. This consolidated view helps you make strategic decisions backed by data. {% endstep %} {% endstepper %} With your initial setup complete, you are ready to explore help you manage jobs with confidence and clarity. ### See also Keep exploring our platform by taking the next step: * [Dashboard Overview](/documentation/getting-started/dashboard-overview): Learn how to read the , focusing on cash flow and profitability. * [Core Concepts Glossary](/documentation/getting-started/core-concepts-glossary): Learn the defining key accounting and construction-specific terminology used throughout the platform. # Dashboard Overview The dashboard gives you a clear overview of your company’s finances, making it easy to understand how your business is performing. You can navigate and understand the different dashboards, then drill down into detailed reports for a closer look at specific data. {% hint style="info" %} **Info:** The [Core Concepts](/documentation/getting-started/core-concepts-glossary) section explains key financial metrics, terms, and their definitions, helping you understand some dashboard concepts. {% endhint %} ### **Access the Dashboard** To use and view the dashboard: 1. Select **Dashboard** from the left menu.
2. To view the Dashboard information for a specific period, choose from the following options: * This month * This quarter * This year * Last month * Last quarter * Last year 3. Click on your preferred category for the corresponding Transaction Report. {% hint style="info" %} **Info:** Clicking on any data point or area of the graphic will redirect you to a report or the **Job Center** page, where you can view detailed information. {% endhint %}
4\. View data by dollar amount ($) or percentage (%) to view jobs by gross profit.
### Features from the Dashboard The dashboard includes additional features that provide deeper visibility into your financial performance, helping you track trends, monitor key metrics, and make informed decisions: #### Interactive Profit & Loss Graphics The Profit & Loss graphic shows your Revenue, Cost of Goods Sold (COGS), and Overhead as dollar amounts over time. You can click on it to see more details about specific numbers.
#### Overhead Trend The **Overhead Trend** section displays the average overhead percentage and the specific overhead percentages. The **Total Overhead** can be broken down into categories such as: * **Employee Wages and Salaries:** The total compensation paid to employees, including hourly wages, salaries, bonuses, and any other forms of payment for their labor. * **Rent:** The cost of leasing or renting office space, facilities, or other property used for business operations. * **Employee Federal Income Taxes:** The amount of federal income tax withheld from employees' paychecks, which the employer is responsible for remitting to the IRS. * **Employee Insurance Expense:** The cost of providing insurance benefits to employees, such as health, dental, and life insurance. * **General Liability & Workman's Comp:** Costs associated with insurance policies that protect the business against general liability claims and cover employee injuries that occur on the job. * **Other:** Other different costs that support your business operations, such as office supplies, utilities, and any other expenses that don't fall into specific categories like rent or wages. This breakdown of total overhead helps you track your company's financial health across different jobs and time periods, giving you a clear view of how well your business manages resources and costs.
#### Cash Flow-based Views The dashboard provides cash flow–based views that give users a clear, real-time picture of how money is moving in and out of the business. These views make it easy to understand the organization’s financial position at a glance without running detailed reports. Users can monitor trends, quickly spot potential issues, and make informed decisions based on up-to-date cash activity.
With these tools and insights, you’ll be able to navigate the dashboard with confidence and make more informed financial decisions. ### See also Keep exploring our platform by taking the next step: * [Manage your team Overview](/documentation/security-and-team-settings/manage-your-team): Instructions for accessing the team management area and reviewing roles. * [How to Edit an Employee](/documentation/security-and-team-settings/edit-an-employee): Step-by-step guide to editing an employee. # Core Concepts Glossary Understanding these concepts can help you to easily use CrewCost, as they form the foundation of the application's financial management capabilities. {% hint style="info" %} If you have any questions, please contact our team at **.** {% endhint %} {% tabs %} {% tab title="A" %} ### Accounts Receivable Accounts receivable refers to the money owed to a company by its clients for completed work or delivered goods. In CrewCost, managing accounts receivable involves tracking invoices, payments, and outstanding balances. Proper accounts receivable management ensures steady cash flow and financial stability. It involves timely invoicing, payment follow-up, and accurate record-keeping. ### Accounts Payable Accounts payable represent the money a company owes to its vendors or subcontractors for services rendered or goods received. It includes bills, purchase orders, and other financial obligations. Managing accounts payable is crucial for maintaining good vendor relationships and ensuring all project expenses are recorded and paid on time. {% endtab %} {% tab title="B" %} ### Bills A bill is an invoice from a vendor or subcontractor requesting payment for goods or services. In CrewCost, bills can be associated with specific jobs, allowing for accurate tracking of project-specific expenses. Bills are typically recorded when received and are marked as paid once the payment is issued. Tracking bills accurately is essential for managing accounts payable and ensuring all project costs are accounted for. {% endtab %} {% tab title="C" %} ### Cash Flow Management Cash flow management tracks cash inflows and outflows to ensure that a business can meet its financial obligations. Effective cash flow management in CrewCost helps contractors maintain liquidity, cover expenses, and avoid financial difficulties during project execution. ### Cost Codes Cost codes are unique identifiers that categorize and track project expenses. Each cost code corresponds to a specific type of work or material, which helps organize and manage the project budget. In CrewCost, cost codes allocate expenses accurately, ensuring that each cost is assigned to the correct part of the project. This helps in analyzing budget adherence and financial performance. ### Commitments: Purchase Orders and Subcontracts Commitments represent the costs you expect to spend on a job before any actual payments are made. In CrewCost, the two main types are **Purchase Orders (POs)** and **Subcontracts**. Both reserve part of the job’s budget and help you track financial obligations. A Purchase Order is used when you need to buy **materials, equipment, or rentals** from a vendor. * Defines what you’re buying, the cost, and delivery details. * Best for material-focused cost codes. * Once issued, it becomes a commitment and reduces the available budget for that cost code. A Subcontract is used when you hire another company to perform labor or trade work on the job. * Defines the scope of work, contract value, and terms. * Best for labor-based cost codes. * As the subcontractor bills for completed work, the commitment decreases and actual costs increase. ### **Cost of Goods Sold (COGS)** The direct costs associated with producing the goods or services sold by your company {% endtab %} {% tab title="E" %} ### Expenses Expenses refer to costs that have already been incurred and paid. This might include credit card purchases for materials, petty cash expenses, or other out-of-pocket costs. If a project manager purchases $500 worth of materials using a company credit card, the expense would be recorded in CrewCost, since the payment has already been made. Unlike bills, which represent amounts owed but not paid, expenses are already settled costs. This distinction is essential for accurate financial reporting and budgeting. {% endtab %} {% tab title="G" %} ### **Gross Profit Margins** The difference between revenue and COGS, showing the percentage of profit made before deducting overhead expenses. {% endtab %} {% tab title="J" %} ### Job Costing Job costing tracks all costs associated with a specific project or job. This includes labor, materials, subcontractor expenses, and overhead costs. CrewCost uses job costing to help contractors monitor project expenses against budgets, ensuring that each job remains profitable and within financial targets. {% endtab %} {% tab title="N" %} ### **Net Profits** The actual profit after all expenses, including overhead, have been deducted. {% endtab %} {% tab title="P" %} ### Profitability Analysis Profitability analysis involves evaluating the financial performance of a project or the entire business to determine the profit generated. In CrewCost, profitability analysis tools allow contractors to assess the revenue generated from projects versus the costs incurred, helping to identify areas for improving profit margins {% endtab %} {% tab title="O" %} ### **Overhead** The ongoing business expenses not directly tied to specific jobs, such as rent, utilities, and salaries. {% endtab %} {% tab title="R" %} ### **Revenue** The total income generated from your construction projects. ### Retainage in Construction Accounting Retainage is a portion of the agreed-upon contract price withheld from payment until the work is substantially complete. This practice is common in construction to ensure that contractors fulfill all contractual obligations before receiving full payment. Retainage protects project owners by providing leverage to ensure that all work is completed to the required standards. For contractors, understanding retainage is crucial for managing cash flow and ensuring that they can cover expenses while waiting for final payment. Example: If a contractor is owed $100,000 for a project, a 10% retainage might be withheld, meaning they will receive $90,000 upfron {% endtab %} {% endtabs %} With these core financial concepts in mind, you’re better equipped to navigate CrewCost and make informed decisions that strengthen your project and company financials. ### See also Keep exploring our platform by taking the next step: * [Dashboard Overview](/documentation/getting-started/dashboard-overview): Learn how to read the primary financial metrics on the dashboard, focusing on cash flow and profitability. * [Setting Up Multi-Factor Authentication](/documentation/security-and-team-settings/set-up-multi-factor-authentication-mfa): Guide users through enabling and managing advanced security protocols for their accounts. ###
# Set Up Multi-Factor Authentication (MFA) # Manage Your Team # Add a New Employee This guide will walk you through the steps to create, edit, and update employee records within the system, ensuring that all relevant details are accurately recorded and easily accessible. Whether adding a new hire or updating an existing employee's status, this process helps you optimize your HR tasks. {% hint style="info" %} To understand how to edit an existing employee, see [Edit an Employee](/documentation/security-and-team-settings/edit-an-employee). {% endhint %} To add a new employee to your team: 1. Go to the left menu and select **Settings > Employees**. 2. Select **+ New Employee**. {% hint style="info" %} Alternatively, you can go to Settings > Other > Roles and Permissions. Next, select the numbers under each Employee category. {% endhint %} 3. In the New Employee, fill in the following information: * First Name * M.I. (Middle Initial) * Last Name * Email * Hire Date * Role (Employee, Supervisor, Accountant, Project Manager) {% hint style="info" %} You can manage roles and permissions by clicking the info icon next to **Role**. {% endhint %} By keeping employee details complete and accurate from the start, you ensure smoother onboarding, clearer role assignments, and more efficient team management across the system. ### See also You can check more options on how to manage employees here: * Add a New Employee: * How to Terminate an Employee: # Edit an Employee This guide will walk you through the steps to edit and update employee records within the system, ensuring that all relevant details are accurately recorded and easily accessible. Whether adding a new hire or updating an existing employee's status, this process helps you optimize your HR tasks. {% hint style="info" %} To understand how to create an employee in the system, click [here](/documentation/security-and-team-settings/add-a-new-employee). {% endhint %} To edit an employee: 1. Go to the left menu and select Settings > Employees.
2. In Actions, select the edit icon. 3. You can update information in the following sections: 4. Personal Info: Name, Email 5. Employment Details: Status, Work Location, Role, Job Title 6. Wage: Pay Type, Labor Burden, Pay Rate, Estimated Hourly Cost 7. Overtime: Rule, Effective Date 8. Select Save to complete the process. 9. Optionally, you can go to the Notes tab, select Add Note to include more details about the employee, and then select Save. #### Change an employee's status 1. Go to the left menu and select Settings > Employees. 2. In Actions, select the three-dot icon, then select Change Status.\
3. You can update the following information: 4. Status (Active, Paid Leave of Absence, Unpaid Leave of Absence, Terminated, Not on Payroll, Deceased) 5. Role 6. Hire Date (Optional) 7. Work Location 8. Job Title (Optional) 9. Employee ID (Optional) 10. Select Save to complete the process. Updating employee information regularly ensures accurate records, smoother HR operations, and better workforce management. Keeping these details up to date helps maintain compliance and supports clear communication across your team. ### See also You can check more options on how to manage employees here: * Add a New Employee: * Terminate an Employee: # Terminate an Employee You can terminate employees at any time by updating their status, helping keep your active workforce list accurate, organized, and aligned with your current operations. To terminate an employee: 1. Go to **Settings > Employees**. 2. Locate the employee you want to terminate and select the three-dot icon next to their name. 3. Select **Change status** to open the Employment Details page.
4. In the **Status** field, select **Terminated**. 5. Select **Save** to complete the process.
{% hint style="info" %} You can reactivate the employee at any time by returning to their profile and updating the status. {% endhint %} This ensures your employee list stays accurate and reflects only the staff currently active in your operations. ### See also Keep exploring our platform by taking the next step: * [View Default Roles and Permissions](/documentation/security-and-team-settings/view-default-roles-and-permissions): View a reference table detailing the access rights associated with each default user role. * [How to Edit an Employee](/documentation/security-and-team-settings/edit-an-employee): Learn how to add a new employee. # View Default Roles and Permissions # Update Your Business Info Learn how to manage all your core business information in CrewCost. Keeping your contact info, tax details, and trade category up to date helps ensure your estimates, invoices, and financial reports remain consistent and reliable across the platform. To update your business information: 1. Click your email at the top-right corner of the screen, then select **Profile**. 2. Go to the **Business Information** tab. Update your Business Info 3\. Fill in the required information: * **Business Name** * **Business Phone** (optional) * **Billing Address** * **City** * **State** * **Country** * **Zip Code** * **Logo** (optional) 4\. Under the **Taxes** section, provide: * **Business Type** * **Legal Business Name** * **Tax ID Number (EIN)** * **Trade** {% hint style="info" %} In Trade, choose the category that best matches your work, such as General Contractor, Concrete, Electrical, Mechanical, or others. {% endhint %} 5\. Click **Save** to update your information.
Once everything is saved, your information will sync throughout CrewCost, helping you keep your business records clean and consistent. ### See also Keep exploring our platform by taking the next step: * [Update your timezone](/documentation/general-settings/update-your-timezone): Learn how to set the correct operational timezone for accurate time tracking and reporting. * [Choose an Accounting Method](/documentation/general-settings/choose-an-accounting-method): Instructions for selecting and toggling between Accrual and Cash basis accounting for financial reporting. # Update Your Timezone Setting your time zone ensures that every timestamp in CrewCost, such as updates, logs, and project schedules, matches your local time. This guide walks you through choosing the right option, including recommendations for international users. To update your time zone: 1. In the left menu, select **Settings > Other**. 2. Choose **Time Zone**.
3\. From the available options, select your preferred time zone: * **Universal Time Zone (UTC)** * **Alaskan Standard Time (AKST)** * **Atlantic Standard Time (AST)** * **Central Standard Time (CST)** * **Eastern Standard Time (EST)** * **Hawaii-Aleutian Standard Time (HST)** * **Mountain Standard Time (MST)** * **Pacific Standard Time (PST)** {% hint style="info" %} When selecting a time zone for non-U.S. citizens, it’s generally best to choose Universal Time Zone (UTC). UTC is a global time standard and does not change with daylight saving time, making it suitable for international users. {% endhint %} 4. Click **Save** to complete the process.
With your time zone set, all your project timelines and activity logs will display consistently, no matter where you or your team are located. #### See also Keep exploring our platform by taking the next step: * [Manage inclusions and exclusions](https://help.crewcost.com/manage-inclusions-and-exclusions): Learn how to define a new standard exclusion or inclusion. * [Choose an Accounting Method](/documentation/general-settings/choose-an-accounting-method): Instructions for selecting and toggling between Accrual and Cash basis accounting for financial reporting. # Choose an Accounting Method Learn how to select the accounting method that matches how your business records revenue and expenses. Whether you use cash or accrual accounting, choosing the right method ensures your financial reports and project data stay accurate and aligned with your workflow. To change your company’s accounting method: 1. On the left menu, go to **Settings > Other > Accounting method.** 2. Choose your company’s accounting method:
FieldDescript
AccrualIn this method, revenue and expenses are recorded when earned or incurred, regardless of when the cash is received or paid. This provides a more accurate picture of a company's financial health, including all transactions related to a given period, not just those where money changed hands.
CashThis method records revenue and expenses only when cash is received or paid. It's straightforward and often used by smaller businesses or individuals. For example, using this method, you record income when you receive payment and expenses when you pay a bill.
3. Select **Save** to complete the process.
Once your accounting method is set, you’re ready to keep building a financial structure that works for your business. #### See also Keep exploring our platform by taking the next step: * [Managing Chart of Accounts](/documentation/accounting-configuration/manage-the-chart-of-accounts): Guide to viewing and managing the General Ledger accounts and registers. * [Customizing the Chart of Accounts Structure](/documentation/accounting-configuration/customize-the-chart-of-accounts-structure): Guide to modifying the numbering scheme, hierarchical setup, and custom reporting expense buckets. # Employees The Employees section in CrewCost is where you manage your workforce directory. It allows you to add employees, store their personal and contact information, define employment details, and configure wage and overtime settings. This guide walks you through adding a new employee and completing their profile. ### Add a New Employee Navigate to the Employees section and follow the steps below to create a new employee record. 1. Click **Employees** in the left navigation menu. 2. Click **+ New Employee** in the top right corner of the directory. 3. Enter the employee's **First Name**, **M.I.** (middle initial), and **Last Name**. 4. Enter the employee's **Email** address. 5. Set the **Hire date**. 6. Click **Save**.
After saving, CrewCost opens the employee's profile page, where you can complete additional sections. ### Complete Personal Info The **Personal Info** section displays the employee's name, email, and phone number. Follow the steps below to edit this information after the employee has been created. 1. On the employee's profile page, click the edit icon next to **Personal Info**. 2. Update the **First Name**, **M.I.**, and **Last Name** fields as needed. 3. Update the **Email** field as needed. 4. Enter a **Phone number**. 5. Click **Save**.
### Configure Employment Details The **Employment Details** section stores the employee's status, hire date, work location, job title, and employee ID. Follow the steps below to fill in this information. 1. Click the edit icon next to **Employment details**. 2. Confirm or change the **Status** (default: **Active**). 3. Confirm or update the **Hire date**. 4. Enter a **Work Location**. 5. Enter a **Job title**. 6. Enter an **Employee ID**. 7. Click **Save**.
### Set Wage Information The **Wage** section defines how the employee is compensated and how labor costs are calculated. Follow the steps below to configure wage settings. 1. Click the edit icon next to **Wage**. 2. Select a **Pay Type** from the dropdown (default: **Hourly**). 3. Enter the **Rate / Hour**. 4. Set the **Effective Date**. 5. Enter the **Labor Burden** percentage if applicable. 6. Select a **Default Cost Type** from the dropdown (default: **Direct Labor Costs**). 7. Click **Save**.
### Configure Overtime Settings The **Overtime** section defines which overtime rule applies to the employee and when it takes effect. Follow the steps below to configure it. 1. Click the edit icon next to **Overtime**. 2. Select an overtime **Rule** from the dropdown (default: **Company default**). 3. Set the **Effective Date**. 4. Click **Save**.
Once all sections are complete, the employee record is active in the directory and ready to be assigned to jobs and cost tracking within CrewCost. ### See Also Keep exploring our platform by taking the next step: * [Update Your Business Info](/documentation/general-settings/update-your-business-info): Manage all your core business information in CrewCost by keeping your contact info, tax details, and trade category up to date. * [Update Your Timezone](/documentation/general-settings/update-your-timezone): Setting your time zone ensures that every timestamp in CrewCost, such as updates, logs, and project schedules, matches your local time. # Users The Users section in CrewCost is where you manage the accounts of people who have access to the platform. It allows you to add users, assign roles, and configure personal, employment, wage, and overtime information. This guide walks you through adding a new user and completing their profile. ### Add a New User Navigate to the Users section and follow the steps below to create a new user account. 1. Select the **Settings** dropdown button in the left navigation menu. 2. Click **Users**. 3. Click **+ New User** in the top right corner of the directory. 4. Enter the user's **First Name**, **M.I.** (middle initial), and **Last Name**. 5. Enter the user's **Email** address. 6. Set the **Hire date** if applicable. 7. Select a **Role** from the dropdown, such as **Owner**, **Accountant**, and **Project Manager**. 8. Click **Save**.
After saving, CrewCost opens the user's profile page, where you can complete additional sections. ### Complete Personal Info The **Personal Info** section displays the user's name, email, and phone number. Follow the steps below to edit this information after the user has been created. 1. On the user's profile page, click the edit icon next to **Personal Info**. 2. Update the **First Name**, **M.I.**, and **Last Name** fields as needed. 3. Update the **Email** field as needed. 4. Enter a **Phone number**. 5. Click **Save**.
### Configure Employment Details The **Employment Details** section stores the user's status, role, hire date, work location, job title, and employee ID. Follow the steps below to fill in this information. 1. Click the edit icon next to **Employment details**. 2. Confirm or change the **Status** (default: **Active**). 3. Confirm or update the **Role**. 4. Confirm or update the **Hire date**. 5. Enter a **Work Location**. 6. Enter a **Job title**. 7. Enter an **Employee ID**. 8. Click **Save**.
### Set Wage Information The **Wage** section defines how the user is compensated and how labor costs are calculated. Follow the steps below to configure wage settings. 1. Click the edit icon next to **Wage**. 2. Select a **Pay Type** from the dropdown (default: **Hourly**). 3. Enter the **Rate / Hour**. 4. Set the **Effective Date**. 5. Enter the **Labor Burden** percentage if applicable. 6. Select a **Default Cost Type** from the dropdown (default: **Direct Labor Costs**). 7. Click **Save**.
### Configure Overtime Settings The **Overtime** section defines which overtime rule applies to the user and when it takes effect. Follow the steps below to configure it. 1. Click the edit icon next to **Overtime**. 2. Select an overtime **Rule** from the dropdown (default: **Company default**). 3. Set the **Effective Date**. 4. Click **Save**.
Once all sections are complete, the user account is active in the directory and ready to access CrewCost according to their assigned role. ### See Also Keep exploring our platform by taking the next step: * [Update Your Business Info](/documentation/general-settings/update-your-business-info): Manage all your core business information in CrewCost by keeping your contact info, tax details, and trade category up to date. * [Employees](/documentation/general-settings/employees): Add employees, store their personal and contact information, define employment details, and configure wage and overtime settings. # Approvals The Approvals setting in CrewCost allows you to configure an approval process for expenses and bills. You can require approval for all transactions or only when a preset policy condition is met, control whether items can be edited after being routed for approval, designate employees who can bypass approval requirements, and assign default approvers. ### Access the Approvals Settings Navigate to the Approvals settings page to begin configuration. 1. Click **Settings** in the left sidebar dropdown. 2. Select **Other**. 3. Click **Approvals**.
### Configure Approval Process, Preset Policy and Edit Permissions Activate the approval process to require that expenses and bills go through an approval workflow before being processed and configure a condition under which approval will be required. 1. Select **Yes** under **Add approval process to all expenses and bills?**, if you wish to apply this process to all expenses and bills. 2. Select **Yes** under **Apply a preset policy?**, to expand the policy options. 3. Select the condition type in the first dropdown: * **Amount Greater Than Limit:** Approval is required when the amount exceeds the defined limit. * **Amount Greater Or Equals The Limit:** Approval is required when the amount meets or exceeds the defined limit. 4. Enter the **dollar amount** that defines the limit in the field to the right of the dropdown. 5. Select one of the following options under **Allow edits to expenses or bills after they're routed for approval?** field: * **Never:** No edits are permitted once routed. * **Always: E**dits are permitted at any point during the approval process. * **Only before the last person approves the bill:** Edits are permitted until the final approver acts.
### Allow Management Overrides and Add Default Approvers Designate specific employees who can bypass all approval requirements and assign up to three default approvers who will automatically be assigned to all new expenses and bills. 1. Select **Yes** under **Allow management overrides?**, to expand the override options. 2. Click **+ Add Management Override** to add one or more employees to the override permissions list. 3. Select the employee who will have override permissions in the **Select approver** dropdown. 4. Click **+ Add Approver** under **Default approvers (optional)** to add up to 3 approvers to the list. 5. Select the desired approver in the **Select approver** dropdown that appears. 6. Click the **delete** (trash) icon next to their name to remove an approver. 7. Click **Save** in the bottom-right corner of the page to apply all changes made.
All configured approval rules will be applied to new expenses and bills from this point forward. Any expenses or bills created before saving these settings will not be retroactively affected. Review your approval configuration periodically to ensure it reflects your company's current requirements. ### See Also Keep exploring our platform by taking the next step: * [Choose an Accounting Method](/documentation/general-settings/choose-an-accounting-method): Learn how to select the accounting method that matches how your business records revenue and expenses. * [Recurring Transactions](/documentation/accounting-configuration/recurring-transactions): Automate journal entries and expenses that repeat on a defined schedule. # Manage the Chart of Accounts This article helps you set up your Chart of Accounts so you can keep your company’s financial information organized and easy to understand. A well-structured Chart of Accounts makes it simple to track assets, liabilities, income, and expenses, and helps your team record transactions consistently. ### Create a New Account To create a new account: 1. Go to **Accounting** in the left menu and select **Chart of Accounts**. 2. Click **New Account**.
3. Fill in the required fields: * **Name:** Write a simple, clear name for the account. * **Account Type:** Choose the main category the account belongs to: * **Asset** * **Liability** * **Equity** * **Income** * **Expense** * **Detail Type:** Select the more specific category inside the main account type. * **Sub-detail Type:** Choose the option that best describes the account’s purpose. Examples include: * **Other Receivables:** Money owed to you outside normal sales. * **Inventory:** Items your business keeps to sell. * **Bank:** Cash in your checking or savings accounts. * **Prepaids:** Expenses you paid in advance. * **Accounts Receivable:** Customer invoices that haven’t been paid yet. * **(Optional) Classifier/Suffix:** Add a 3-character code for extra reporting detail (e.g., *001 = Chicago, 002 = SF*). * **(Optional) Description:** Add a short note to explain the purpose of the account. 4. Click **Create Account** to finish.
### **Mark an Account as Inactive** To mark an account as inactive: 1. Click the **three dots** next to the account you want to deactivate. 2. Select **Mark as inactive**. (Note: accounts with a balance cannot be inactivated.) 3. To reactivate it, open the **Inactive** tab and select **Mark as active**.
### **Edit an Existing Account** To edit an existing account: 1. Click the **edit icon** next to the account. 2. Update any of the fields: * Name * Account Type * Detail Type * Sub-detail Type * Classifier/Suffix 3. Click **Save Account** to apply your changes.
A well-organized Chart of Accounts makes daily bookkeeping easier and ensures clean, reliable financial reporting. Setting it up carefully now saves time and prevents confusion later. ### See also Keep exploring our platform by taking the next step: * [Customize the Chart of Accounts Structure](/documentation/accounting-configuration/customize-the-chart-of-accounts-structure): Guide to modifying the numbering scheme, hierarchical setup, and custom reporting expense buckets * [Handle Reconciliations](/documentation/accounting-configuration/handle-reconciliations): Comprehensive guide covering the setup and processing of bank reconciliation for all supported account types, including bank accounts, credit cards, loans, and other balance-sheet accounts. # Customize the Chart of Accounts Structure The Chart of Accounts Setup tool allows you to structure your financial records by defining account types and detail levels. The process involves three main phases: * Assessment: Locate the tool under Settings > Other to review your current account structure and expansion needs. * Expansion: Use the Customize feature to add new Account Types and define their specific numerical ranges (e.g., assigning a block of numbers for Assets or Expenses). * Refinement: Use the Actions menu to add Detail Types for more granular tracking. Once the structure is updated and reviewed, finalize the process by clicking Finish to ensure your ledger is organized according to your business needs. To customize your Chart of Accounts: 1. Go to **Settings > Other**. 2. Under **Core Accounting**, select **Chart of Accounts** Setup. 3. Check the number of accounts you have and its current structure. You can click the arrows next to Account Type to view the accounts in the chart. 4. Click **Change my Chart of Accounts** to customize the structure.
1. Click **+ Add Account Type** to add an account type. Then, select an account type and enter a **Range Start** and a **Range End**. 2. Click the **+** button under **Actions** to add a **Detail Type** in the account you want. 3. Select **Next** when you finish. 4. Review your Chart of Accounts. Then, select **Finish** to finalize the process.
### See Also Keep exploring our platform by taking the next step: * [Manage the Chart of Accounts:](/documentation/accounting-configuration/manage-the-chart-of-accounts) Set up your Chart of Accounts so you can keep your company’s financial information organized and easy to understand. * [Set the Accounting Start Date:](/documentation/accounting-configuration/set-the-accounting-start-date) The Accounting start date defines the point in time when your financial data begins inside CrewCost. # Handle Reconciliations Reconciling your accounts helps ensure that the transactions in your system match your bank or credit card statements. This process allows you to spot errors, missing entries, duplicates, or any unexpected activity. Regularly reconciling accounts improves the accuracy of your financial reports and helps maintain clean books. To handle a reconciliation: 1. Go to the **Accounting** section in the left menu and select the **Reconciliation** sub-tab. 2. Click the **book icon** under **Actions** for the account you want to reconcile.
3. In the **Statement Balance** section, enter the required details: * **Ending Balance Date:** Select the closing date shown on your bank or card statement. This ensures the system compares the correct period. * **Ending Balance Amount:** Enter the final balance exactly as it appears on the external statement. This number is the reference point for the entire reconciliation. 4. Click **Next**. 5. In the **Reconcile** section: * Optionally turn on the **Cleared** toggle for each transaction that appears on your bank or card statement. * Marking a transaction as cleared indicates that it has been confirmed with the bank. * Matching all transactions helps you verify that nothing is missing or duplicated. * After reviewing your list, click **Next**. 6. In the **Confirm** section, add a **description** to label this reconciliation (for example, “January 2025 Bank Reconciliation”). * You will also see a summary of essential totals: * **Transactions Matched:** Quantity of items that were successfully matched with the statement. * **Statement Balance:** The ending balance you entered earlier. * **Previous Reconciled Balance:** The ending balance from your last completed reconciliation. * **Reconciled Balance:** The balance from your cleared transactions. * **Difference:** The amount that still needs to be resolved. Ideally, this number should be **0** before you finish. 7. Click **Finish** to complete the reconciliation.
### **View Statements** To review your completed reconciliations: 1. Go to the **History** sub-tab. 2. Click on the name of any statement to open and view the detailed information. You will see the balances, dates, and matched transactions included in that reconciliation.
{% hint style="info" %} This is useful for audits, corrections, or historical reference. {% endhint %} Regular reconciliations keep your financial data clean, accurate, and trustworthy. By following these steps, you ensure your books reflect reality and stay ready for reporting at any time. ### See also Keep exploring our platform by taking the next step: * [Closing the Books](/documentation/accounting-configuration/close-books): Learn how to set the lock date to prevent data changes, and tracking post-close adjustments. * [Set the Accounting Start Date](/documentation/accounting-configuration/set-the-accounting-start-date): Learn how to set the date for data migration to ensure historical reports are accurate. # Close Books Closing the books helps keep your financial data accurate by locking past periods once all expenses, revenue, and reconciliations are complete. After closing, normal users cannot enter or edit transactions before the lock date. If an accountant overrides the warning and makes a change, the system records it and shows you exactly what shifted, making it easier to spot and correct any post-close adjustments. To close the books: 1. Go to **Settings > Other.** 2. Select the **Closing your books** option.
3. Enter the **Period end date.** Usually, the last day of the prior month is once all activity has been finalized. {% hint style="info" %} This date should only be set after all expenses, revenue, and reconciliations for that period are complete. {% endhint %} 4. Click **Close the Books** to lock all transactions on or before that date. After allowing this option: * Normal users will not be allowed to add or edit transactions before the lock date. * Accountants or advanced users will receive a warning explaining that changes may affect reconciliations or financial statements. They can still proceed, but the system will record those actions.
### **Track Post-Close Adjustments** After the books are closed, the system automatically tracks any changes made to the locked period: * If someone adds, edits, or deletes a transaction dated before the closing date, the system logs the adjustment. * This log helps you understand why something no longer balances. For example, a reconciliation suddenly being off by $100. * The system will show you the exact change that caused the variance, making troubleshooting simple. ### **Reopen Books** **To reopen books:** 1. Go back to the **Closing the Books** page. 2. An accountant or authorized user can select **Reopen** to clear the lock date. 3. Once reopened, users can again modify past-period transactions. 4. You may close the books again after adjustments are complete. {% hint style="info" %} The system maintains a record of each reconciliation, but the **close date itself is a single value**, not a list of multiple historical closing snapshots. {% endhint %}
Closing the books keeps your financial history accurate and protected. By setting a lock date and reviewing any post-close adjustments, you ensure your reports stay clean and reliable month after month. ### See also Keep exploring our platform by taking the next step: * [Set the Accounting Start Date](/documentation/accounting-configuration/set-the-accounting-start-date): Learn how to set the date for data migration to ensure historical reports are accurate. * [Connect Accounts via Plaid](/documentation/accounting-configuration/connect-bank-accounts-via-plaid): Step-by-step instructions for connecting financial institutions and managing live transaction feeds. # Set the Accounting Start Date The Accounting start date defines the point in time when your financial data begins inside CrewCost. This feature is especially important for firms migrating from another system, as it establishes a clear boundary between historical records stored elsewhere and all activity tracked in CrewCost going forward. To set the Accounting start date: 1. Go to **Settings > Others** in the left menu. 2. Select the **Accounting start date** option. 3. Enter the **start date** that represents the beginning of your financial activity. {% hint style="info" %} This should be the date after your previous system’s final reporting period. Example: If your last complete month in your old system was December, your Accounting Start Date might be **January 1**. {% endhint %} 4. Click **Save** to apply the start date.
{% hint style="info" %} Once you save the Accounting Start Date, CrewCost treats anything that occurred before that date as outside the system. If you run a report for a period before the start date, it will simply show that there’s no data for that period. {% endhint %} Setting the accounting start date ensures your financial records begin cleanly in CrewCost V2, helping you maintain accurate reports and a smooth transition from your previous system. ### See also Keep exploring our platform by taking the next step: * [Connect Accounts via Plaid](/documentation/accounting-configuration/connect-bank-accounts-via-plaid): Step-by-step instructions for connecting financial institutions and managing live transaction feeds. * [Manage and Match Bank Transactions](/documentation/accounting-configuration/manage-and-match-bank-transactions): Managing and matching bank/credit card transaction feeds. # Connect Bank Accounts via Plaid Connecting your bank account through Plaid allows CrewCost to securely sync financial transactions directly from your financial institution. This connection keeps your bank activity synced in CrewCost so you can review and manage transactions without uploading files manually. Once connected, you can automatically import transactions, match them to bills and payments, and simplify your reconciliation process. To connect a bank account via Plaid: 1. Go to **Accounting**. 2. Select **Banking**. 3. Select **Connect Account**.\ You will be redirected to the secure Plaid connection window. 4. Select **Continue without phone number**. 5. Search for and select your bank from the list.

If your bank does not appear in the list, use the search bar to locate it.

6. Complete the reCAPTCHA security check by selecting the requested images. 7. Select **Verify** to continue. 8. Select **Continue to login**. 9. Enter your bank login credentials. 10. Follow any additional authentication steps required by your bank.
After the connection is successful, your transactions will begin syncing automatically. ### What happens after connecting? After your bank account is connected: * Transactions begin syncing automatically. * Imported transactions appear in the **Banking** area for review. * You can categorize, match, and reconcile transactions. * The system updates transactions based on your bank’s sync frequency. {% hint style="info" %} Sync frequency depends on your financial institution. {% endhint %} ### Manage connected accounts After connecting your bank, you can review and manage the connection at any time. To access your connected accounts: 1. Go to **Accounting**. 2. Select **Banking**. 3. Locate the connected account in your list. From here, you can: * Review the account details and connection status. * Rename the account for internal reference. * Disconnect the bank if needed. {% hint style="info" %} Disconnecting a bank account stops future transaction imports, but previously imported transactions remain available in CrewCost. {% endhint %} Connecting your bank through Plaid helps keep your transactions synced and ready for review inside CrewCost. ### See also Keep exploring our platform by taking the next step: * [Handle Reconciliations](/documentation/accounting-configuration/handle-reconciliations): Learn how to review imported bank transactions, compare them against your records, and complete monthly reconciliations to ensure your financial data is accurate and balanced. * [Add a Payment](/documentation/daily-workflows/accounts-payable/add-a-payment): Learn how to record vendor payments, select payment methods, and understand how payments connect to your bank transactions for proper tracking and reporting.
# Manage and Match Bank Transactions After your bank account is connected, transactions automatically appear in the Banking area. From there, you can review, add, match, transfer, or exclude them as needed. Regularly reviewing transactions helps keep your records accurate and makes reconciliation easier. ### Review Imported Transactions To review imported transactions: 1. Go to **Accounting**. 2. Select **Banking**. 3. Select the **Transactions** tab.
The To review section opens by default and displays imported bank transactions that require action. Each transaction displays: * Transaction date * Payer/Payee * Account * Posting period * Description * Spent or Received amount You can search, filter, or sort transactions as needed. ### Add a New Transaction from a Bank Record If an imported transaction does not match an existing record, you can create a new one directly from the **To review** tab. 1. Locate the transaction. 2. Select a **Payer/Payee**. 3. Select an **Account**. 4. Select the **+ (Add)** icon under **Actions**.
The transaction moves to the **Categorized** tab. ### Match a Transaction to an Existing Record If a transaction corresponds to an existing bill, expense, or payment, you can match it from the **To review** tab. 1. Locate the transaction. 2. Select the **Match** icon under **Actions**. 3. In the **Type** field, confirm that **Match** is selected. 4. Use the filters (From / To) if needed to narrow results. 5. Select the corresponding bill, expense, or payment from the list. 6. Confirm that the **Difference** amount is $0.00. 7. Select **Save**.
The transaction moves to the **Categorized** tab. {% hint style="info" %} The Difference field must be zero before saving a match. {% endhint %} ### Transfer Between Accounts If a transaction represents a transfer between accounts, you can record it from the **To review** tab. 1. Locate the transaction. 2. Select the **Match** icon. 3. In the **Type** field, select **Transfer**. 4. In the **Transfer Account** field, choose the appropriate account. 5. Select **Save**.
The transaction moves to the **Categorized** tab. ### Exclude a Transaction If a transaction should not be recorded in CrewCost, you can exclude it from the **To review** tab. 1. Locate the transaction. 2. Select the **X (Exclude)** icon under **Actions**.
The transaction moves to the **Excluded** tab. {% hint style="info" %} Excluded transactions can be reviewed later but will not impact financial reporting. {% endhint %} ### Transaction Status Tabs The Transactions page includes three tabs: * **To review:** Newly imported transactions that require action. * **Categorized:** Transactions that have been added, matched, or transferred. * **Excluded:** Transactions removed from accounting impact. Keeping transactions reviewed and categorized ensures your financial records reflect actual bank activity and supports accurate reconciliation. ### See also Keep exploring our platform by taking the next step: * [Connect Bank Accounts via Plaid](/documentation/accounting-configuration/connect-bank-accounts-via-plaid): Learn how to securely link your bank and begin automatically importing transactions into CrewCost. * [Handle Reconciliations](/documentation/accounting-configuration/handle-reconciliations): Learn how to compare categorized transactions with your bank statements and complete accurate reconciliations. # Recurring Transactions Recurring Transactions in CrewCost allow you to automate journal entries and expenses that repeat on a defined schedule. Instead of manually creating the same transaction at each interval, you configure it once, and the system generates it automatically according to the schedule you set. ### Access the Recurring Transactions List To begin, navigate to the Recurring Transactions section in CrewCost Settings. 1. Click **Settings** to open the dropdown menu in the left sidebar. 2. Select **Other** to access other settings. 3. Click **Recurring transactions o**n the **Other** settings page to view the Recurring Transactions List page.
Once in the Recurring Transactions **List** page, you can start creating a new **Recurring Transaction**. ### Create a New Recurring Transaction With the Recurring Transactions list open, follow the steps below to create a new recurring transaction. The form is divided into two sections: **Essentials** and **Items**. 1. Click the **+ New Recurring Transaction** button in the top-right corner of the list. 2. In the **Transaction** field, select the transaction type, such as **Journal Entry** or **Expense**. 3. Enter a name for the transaction in the **Name** field. 4. In the **Interval** field, select how frequently the transaction should repeat, e.g., **Daily**, **Weekly**, **Monthly**, or **Yearly**. 5. In the **Every (days)** field, enter the numeric interval between occurrences (for example, `1` for every day, `7` for every 7 days). 6. In the **Start date** field, enter or select the date on which the recurring transaction should begin. 7. In the **End** field, select when the transaction should stop: **None** to repeat indefinitely, **On** to end on a specific date, or **After** to end after a set number of occurrences.
### Add Line Items The Items section defines the individual lines of the transaction. Each row represents one line item. To add line items, follow the steps below. 1. Click **+ New Item** (top-right of the Items table) or **+ New Item** (bottom-center of the Items table) to add a new row. 2. For each row, fill in the available fields: | Field | Description | | --------------- | ------------------------------------------------------------------------------------------------------------------------------------ | | **Job** | Select an existing job from the dropdown, or select **Create a new job** to create one. This field is optional. | | **Account** | Select an account from the dropdown. If a **Job** is selected in the same row, this field is set automatically and cannot be edited. | | **Description** | Enter a free-text description for the line item. | | **Cost Code** | Select a cost code from the dropdown (for example, `00 - Preconstruction`, `01 - General Requirements`). | | **Cost Type** | Select the cost type from the dropdown. | | **Debit** | Enter the debit amount for the line item. | | **Credit** | Enter the credit amount for the line item. | {% hint style="info" %} The totals row at the bottom of the Items table displays the sum of all **Debit** and **Credit** values entered. If the totals do not balance, they will be highlighted in red. {% endhint %} 3. To remove a row, click the **trash icon** in the **Actions** column of that row. 4. Click **Save** in the bottom-right corner to create the new **Recurring Transaction**.
After clicking **Save** the new recurring transaction will appear as a new entry in the **Recurring Transactions** list, showing its **Name**, **Transaction** type, **Interval**, and scheduled dates. ### See Also Keep exploring our platform by taking the next step: * [Set the Accounting Start Date](/documentation/accounting-configuration/set-the-accounting-start-date): Learn to define the point in time when your financial data begins inside CrewCost. * [Connect Bank Accounts via Plaid](/documentation/accounting-configuration/connect-bank-accounts-via-plaid): Connecting your bank account through Plaid allows CrewCost to securely sync financial transactions directly from your financial institution. # Cost Types Cost Types in CrewCost define the categories used to classify job costs, such as labor, materials, equipment, subcontracts, and other direct expenses. Each Cost Type is linked to a specific account in the chart of accounts, allowing job costs to be recorded and tracked accurately across projects. ### Access Cost Types Settings Navigate to the Cost Types settings to view and manage existing entries. 1. Click **Settings** in the left navigation menu. 2. Click **Other** under the Settings submenu. 3. Click **Cost Types** under the **Job Costing** section.
### Create a Cost Type Follow the steps below to add a new Cost Type to the system. 1. Click **+ New Cost Type** in the top right corner of the **Cost Types** page. 2. Enter a name in the **Cost Type** field. 3. Click the **Account** field and select the appropriate expense account from the dropdown list. 4. Click **Save** to apply your preferences.
### Edit a Cost Type Follow the steps below to modify an existing Cost Type. 1. Locate the **Cost Type** you want to edit in the active list. 2. Click the **pencil icon** in the **Actions** column for that entry. 3. Update the **Cost Type** name or the linked **Account** as needed. 4. Click **Save**.
### Deactivate and View Inactive Cost Types Follow the steps below to mark a Cost Type as inactive and review those that have been deactivated. 1. Locate the Cost Type you want to deactivate in the active list. 2. Click the **three-dot icon** in the **Actions** column for that entry. 3. Click **Mark as inactive**. 4. Click the **Inactive** tab at the top of the list to review inactive Cost Types and mark them as active again if necessary. {% hint style="info" %} Inactive Cost Types are removed from the active list and are no longer available for selection in job costing workflows. {% endhint %}
Keeping Cost Types accurate and up-to-date ensures that costs recorded across projects are correctly categorized and mapped to the appropriate accounts in your chart of accounts. ### See Also Keep exploring our platform by taking the next step: * [Add a Tax Rate](/documentation/accounting-transactions/add-a-tax-rate): CrewCost allows you to configure sales tax rates under the Accounting module. Once created, these rates are available for use across your accounting workflows. * [Manage and Match Bank Transactions](/documentation/accounting-configuration/manage-and-match-bank-transactions): Review, add, match, transfer, or exclude banking transactions as needed. # Manage Cost Codes/Names Cost codes are labels used to classify and group project costs (examples: **Labor**, **Materials**, **Travel**, **Equipment**). Each transaction or product can be assigned a cost code so you can track spending by category, compare budgets to actuals, produce accurate job-cost reports, and control financial performance at a granular level. Cost codes are used by project managers, finance teams, and field staff to categorize project costs, track budgets, support billing accuracy, and maintain clear, reliable job-cost reporting. Key points: * Cost codes are the building blocks of project-level expense tracking and reporting. * They feed into budgets, WIP, invoices, and profitability reports. * You can create hierarchical structures (parent → child → sub-child) so a single top-level code (e.g., *Labor*) can roll up many more specific subcodes (e.g., *On-site Labor*, *Remote Support*). ### Why cost codes are important Cost codes play a central role in organizing project financials. By grouping expenses into meaningful categories, they make it easier for teams to plan accurately, monitor performance, and maintain financial control throughout the project lifecycle. They also:
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Accurate budgeting: Assigning costs to codes makes it possible to create and monitor budget lines per activity or resource./files/p5pfD3pZ4uOLSGjvM982
Better forecasting: Roll-ups and summaries let managers see which parts of a job are trending over or under budget./files/GG3SHJdtNOQZqSPPedRO
Clear reporting: Cost-code-based reports show where money is spent and support client billing, internal review, and audits./files/JN0bu7fG011T2tKhGTj7
Chargeability & margins: When combined with time and billing data, cost codes help compute gross margins by cost category./files/UDuDo8zeXz0rOcJrWYEX
Operational control: They enable rules (inclusions/exclusions), internal approvals, and automated allocations for procurement or equipment use./files/15NirLrUwScAiKUcpclD
Standardization across projects: Using consistent cost codes ensures all projects follow the same financial structure, making cross-project comparisons easier and improving firmwide reporting accuracy./files/t7Tf18vdBYlBTSgAzYmA
### **Add and Manage Cost Codes** Keep exploring our platform by taking the next step: * [Add a New Cost Code](/documentation/work-breakdown-structure/add-a-new-cost-code): Use this guide when you need to create a brand-new, top-level cost code for budgeting or reporting. * [Guide on Adding a Sub-Cost Code](/documentation/work-breakdown-structure/add-a-sub-cost-code): Use this article when you need to build hierarchical layers under a parent cost code (up to three levels deep). # Add a New Cost Code Cost codes help you organize and track project expenses by specific categories, such as labor, materials, or equipment. They help you manage budgets more effectively, ensuring each part of your project stays on track financially. To add up any cost code: 1. Navigate to **Settings > Other > Cost codes and name.**
2. Select **+New Parent**. You will need to scroll down to see the blank field. {% hint style="info" %} **Info:** For more detailed budget tracking, you can create parent cost codes and subcategories up to three layers deep. {% endhint %} 3. (Optional) If you need to edit any information, select the fields and rewrite them as needed. 4. Select **Save** to complete the process.
5. Return to the **Products** section and verify the cost code information. 6. (Optional) To edit an existing cost code, update the fields and click **Save**. By creating clear and organized cost codes, you make it easier to track project spending, maintain accurate budgets, and ensure every cost is properly categorized throughout the project lifecycle. ### See also Keep exploring our platform by taking the next step: * [Add a Sub-Cost Code](/documentation/work-breakdown-structure/add-a-sub-cost-code): Learn how to create nested codes for detailed tracking. * [Use Cost Types: ](/documentation/work-breakdown-structure/use-cost-types)Learn how to use cost types with Cost Codes to help you organize and track project costs in detail. # Add a Sub-Cost Code Sub-cost codes let you break down your budget categories into more specific parts, giving you greater visibility into exactly where money is being spent. By assigning costs to these more detailed segments, you can identify trends, spot overruns sooner, and better understand the true drivers behind your project expenses. This added level of detail ultimately improves the accuracy of your budgeting, forecasting, and financial reporting. {% hint style="info" %} See [Cost Codes](/documentation/work-breakdown-structure/add-a-new-cost-code) to learn more about creating main cost codes before setting up sub-cost codes. {% endhint %} To create a sub-cost code: 1. Go to **Settings > Other > Cost Codes and Names**. 2. Find the parent cost code you want to expand. 3. Click the **+** icon next to the existing parent cost code to add a new sub-cost code beneath it. {% hint style="info" %} You can also create another sub-cost code within an existing sub-cost code by clicking the **+** icon again. This allows you to build multiple layers of detail when needed, helping you track project costs with greater accuracy and organize expenses in a clearer, more meaningful structure. {% endhint %} 4. Enter the name of your new sub-cost code. 5. Click **Save** to complete the process.
This will create a structured hierarchy, helping you organize your costs more precisely. ### See also Keep exploring our platform by taking the next step: * [Set Up and Use Cost Types](/documentation/work-breakdown-structure/use-cost-types): Learn how to set up and use Cost Types (Labor, Materials, Equipment, etc.) for granular budgeting. * [Use Cost Types](/documentation/work-breakdown-structure/use-cost-types): Learn how to use Cost Codes to help you organize and track project costs in detail. # Use Cost Types Cost Types work together with Cost Codes to help you organize and track project costs in detail. While Cost Codes describe the type of work being performed, Cost Types describe how the money is spent, such as labor, materials, equipment, subcontractors, or other costs. This structure supports accurate budgeting, job costing, and financial reporting. To use and create a cost type: 1. Go to **Settings > Other > Cost Codes and Names**. 2. Create [Cost Codes](/documentation/work-breakdown-structure/add-a-new-cost-code) that reflect how work is structured in your organization, with up to 3 levels so detailed codes can roll up to higher-level categories. 3. Review the default **Cost Types** (named as **Cost Names**) available for each **Cost Code**, such as Labor, Materials, Equipment, Subcontract, and Other. {% hint style="info" %} Cost Types are standardized categories that map directly to the general ledger and are available for every Cost Code. {% endhint %} 4. Select **Save** to complete the process.
{% hint style="info" %} This procedure happens before any estimating or job work and is typically done by an administrator. {% endhint %} ### Use Cost Types During Estimation, Job Creation, and Billing This procedure covers the day-to-day operational use of Cost Types after the setup is complete. To use cost types: 1. Create an estimate and select the appropriate **Cost Code** for each line item. 2. Choose a **Cost Type** to indicate how the cost will be incurred, such as **Labor** or **Materials**. 3. Enter quantities, unit costs, and markup, splitting a single **Cost Code** into multiple **Cost Types** when more detail is needed. 4. Submit the estimate and convert it into a job once the customer accepts it. 5. Review the job budget, which is automatically created from the estimate and retains the breakdown by **Cost Code** and **Cost Type**. 6. Enter bills and assign them to the correct job. 7. Submit the bill for approval and confirm that, once approved, the job budget is updated with actual costs.
This process ensures accurate tracking of planned versus actual costs throughout the project lifecycle. Using Cost Types consistently ensures that estimates, job budgets, and expenses stay aligned, giving you clear visibility into project costs from initial estimation through final billing. ### See also Keep exploring our platform by taking the next step: * [Add a New Cost Code](/documentation/work-breakdown-structure/add-a-new-cost-code): Learn how to create new cost codes, define their hierarchy levels, and understand how they help organize budgets, estimates, and job costs more accurately. * [Manage Cost Codes / Names Overview](/documentation/work-breakdown-structure/manage-cost-codes-names): Learn how to review, edit, and maintain your cost code structure, including updating names, organizing multi-level codes, and ensuring consistency across estimates, jobs, and financial reporting. # Add a New Inclusion/Exclusion Inclusions and exclusions help make your estimates, contracts, and project proposals clear and accurate by stating exactly what is covered before a job begins. They prevent misunderstandings, protect your team from unexpected work, and ensure clients understand the full scope of the project. By setting these items up in the system, you can standardize your process, save time on every estimate, and automatically apply the right information when needed. To create new inclusions and exclusions: 1. Navigate to **Settings > Other > Inclusions and Exclusions** from the left menu.
2\. Click on +**New Inclusion/Exclusion.**\ 3\. Complete the following fields:
* **Type**: Select either **Inclusion** or **Exclusion**. * **Name:** Enter the name of the inclusion or exclusion. * **Details:** Provide additional details if needed. * **Add by Default:** Toggle this option if you want the inclusion or exclusion to be automatically added to every estimate. {% hint style="info" %} This inclusion or exclusion will be added to every estimate if enabled. {% endhint %} 4. Click **Save** to complete the process.
5. (Optional) Select the edit icon to edit any information on an existing inclusion/exclusion. Then, select **Save**.
Setting up your inclusions and exclusions this way keeps your estimates consistent, transparent, and easy to manage across every project. ### See also Keep exploring our platform by taking the next step: * [Add a New Cost Code:](/documentation/work-breakdown-structure/add-a-new-cost-code) Understand how to create and manage cost codes. * [Create Customers](/documentation/daily-workflows/accounts-receivable/create-customers): Learn how to add and organize customer information. # Page 1 # Accounts Receivable The Accounts Receivable section centralizes all customer-related billing and collection activities within CrewCost. From this area, you can manage customer records, define the products and services you bill for, issue invoices, and track payments as they are received. This section is designed to support consistent billing workflows, improve visibility into outstanding balances, and ensure customer financial information remains accurate and up to date across jobs and reports.
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# Create Customers Whether adding a single client or importing a large list of customers, these steps will help you set everything up quickly. Additionally, you can create a customer ad hoc or within the context of any relevant menu, such as vendors, jobs, or accounts. This flexibility applies across the platform, enabling you to manage related information easily. ### Create a new customer To add a new customer: 1. Go to the **Accounts Receivable** section in the left menu. 2. Click on **New Customer**.
3\. Enter customer information: * **First Name** * **Last Name** * **Company** * **Email** * **Display Name** * **Phone** * **Address** * **City** * **State** * **Zip Code** * **Billing Terms** * **Immediate**\ Payment is due upon receipt of the invoice. * **Net 15**\ Payment is due 15 days after the invoice date * **Net 30**\ Payment is due 30 days after the invoice date. * **Net 60**\ Payment is due 60 days after the invoice date. \ 4\. (Optional) In **Shipping**, check **Same as Billing Address.**\ 5\. (Optional) You can add new locations in **New Location.** * **Address** * **City** * **State** * **Zip Code** 6\. Select **Create Customer**. ### Import customer data To import customer data: 1\. Click on **Import**.\ 2\. Download the template file.\ 3\. Fill in the template with customer details. **Required fields:**
* Company * Email * Display Name * Address * Billing Terms * City * State * Zip * Terms 4. **Insert more optional fields:** * First Name, Last Name * Phone * Shipping Address, City, State, Zip 5. **Select a file to import** * Only .csv file type is accepted. * Download a sample file for reference. 6. Upload the completed file. 7. Select **Next**. Then, check whether the information matches. {% hint style="info" %} **Info:** Optional fields can be left blank when mapping. {% endhint %} 8. Select **Import** to complete the process.
With your customers added and organized, you’re ready to move forward and streamline the rest of your billing and receivables processes across the platform. ### See also Keep exploring our platform by taking the next step: * [Add Products](/documentation/daily-workflows/accounts-receivable/add-products): Learn how to create and manage the list of services and products the company offers. * [Create an Invoice](/documentation/daily-workflows/accounts-receivable/create-an-invoice): How to generate customer invoices, assign them to jobs, and send them for payment. Covers progress billing, fixed-fee billing, and retainage when applicable. # Add Products When adding products to your system, ensure each item or service is categorized correctly and includes the necessary details for accurate reporting. Provide essential information, including the product name, cost, and sales price. Optional fields, such as descriptions and cost codes, may also be added. Product data may also be imported from a CSV. ### Add Products Manually To add new products: 1. In the left menu, select **Accounts Receivable**. 2. Select the **Products** tab.
3. Select **New Product.** 4. To fill in the required information, you'll need to provide the following details: * **Name:** Enter the name of the item or service. * (Optional) **Description:** Briefly describe the item or service. This field is optional. * (Optional) **Cost code:** Enter the specific cost code associated with the item. This is also optional. * **Cost type:** Select the appropriate cost type from the following options: * **Material** * **Labor** * **Subcontract** * **Equipment** * **Other** * **Cost:** Enter the cost amount for the item or service. * (Optional) **Markup:** Enter the markup percentage or amount if applicable. This field is optional. * **Sales price:** Enter the final price for the item or service after adding any markup. 5. Mark a product as inactive or active by selecting **Mark as Inactive** in Actions. {% hint style="info" %} To edit any product, select **Edit** in Actions. {% endhint %}
### Import Product Data To import product data: 1. Select **Import**. 2. In **Upload File**, select a file to import.\ Ensure your product information is contained in a single file. The top row should include header titles for each column of data. The following fields are mandatory: * **Name** * **Cost Type** * **Cost** * **Sales Price** {% hint style="info" %} You can also click **Download Sample File** to obtain a template and ensure the necessary information is correctly formatted. {% endhint %}
3\. After importing your file, click **Next.** Ensure that your columns match correctly. \ 4\. Select **Import** to complete the process. With your products fully set up and organized, you’re ready to support accurate billing, reporting, and financial management throughout the platform. ### See also Keep exploring our platform by taking the next step: * [Create an Invoice](/documentation/daily-workflows/accounts-receivable/create-an-invoice): Learn how to generate customer invoices, assign them to jobs, and send them for payment. Covers progress billing, fixed-fee billing, and retainage when applicable. * [Record a Payment:](/documentation/daily-workflows/accounts-receivable/record-a-payment) Learn how to record customer payments, apply payments to outstanding invoices, and manage partial payments and overpayments. # Create an Invoice Creating invoices in the system allows you to bill customers accurately, track outstanding amounts, and maintain organized financial records. Invoices connect customer details, products, and payment terms into a single document, making it easier to manage receivables and keep your revenue reporting up to date. To create an invoice: 1. Select **+ New** in the upper-right menu. Then, in **Customer**, select **Invoice**. 2. Fill in the invoice details, including: * **Customer** * (Optional) **Job** * **Terms** * Immediate * Net 15 * Net 30 * Net 60 * **Transaction Date** * **Posting Period** * **No.** (invoice number) * **Revenue Account** 3. (Optional) Add products by selecting **+ New Item**. Enter the quantity, unit of measure, unit price, total price, and tax if applicable. 4. (Optional) Under **Additional Details**, you can include notes or any extra information relevant to the invoice. 5. Select **Save** to create the invoice.
With your invoice created, you’re ready to streamline billing, track customer payments, and maintain clear financial visibility across your projects. ### See also Keep exploring our platform by taking the next step: * [Create an Invoice](/documentation/daily-workflows/accounts-receivable/create-an-invoice): Learn how to generate customer invoices, assign them to jobs, and send them for payment. Covers progress billing, fixed-fee billing, and retainage when applicable. * [Record a Payment:](/documentation/daily-workflows/accounts-receivable/record-a-payment) Learn how to record customer payments, apply payments to outstanding invoices, and manage partial payments and overpayments. # Record a Payment Recording customer payments ensures your receivables stay accurate and up to date. By entering payments as they are received, you can track outstanding balances, reconcile accounts, and maintain a clear financial picture of cash flow across your business. To record a payment: 1. Select **+ New**. 2. In **Customer**, select **Payment**. 3. Fill in the payment details: * **Customer** * **Transaction Date** * **Posting Period** * **No.** (payment reference number) * **Payment Method** (Direct Deposit, Paper Check, Record Only) * **To Account** (Cash, Operating Bank Account) 4. Select **Open Invoices** and check one or more options. Then, select **Add**. 5. (Optional) Upload supporting files by clicking or dragging them into the upload area. 6. Select **Save** to complete the process.
With your payment recorded, your receivables stay accurate and your financial records remain clean and fully up to date. ### See more Keep exploring our platform by taking the next step: * [Create an Invoice:](/documentation/daily-workflows/accounts-receivable/create-an-invoice) Learn how to create invoices to connect customer details, products, and payment terms into a single document. * [Add Products: ](/documentation/daily-workflows/accounts-receivable/add-products)Learn how to provide essential information, including the product name, cost, and sales price. # Manage Refunds # Add a Retainage Invoice Retainage invoices are used to bill a portion of an invoice while withholding a retained amount until contractual conditions are met. This allows you to manage retained amounts accurately while keeping invoices linked to the appropriate jobs. To add a retainage invoice: 1. Select **+ New** from the top navigation. 2. Choose **Retained Invoice**. 3. Select **Create an Invoice** to create a standard invoice that includes retainage. {% hint style="info" %} **Note:** This option redirects you to the **New Invoice** screen, where you can create a standard invoice that includes retainage. Once an invoice with retainage exists, the customer becomes eligible for retainage invoicing. {% endhint %} 4. In **Essentials**, complete the required fields: * **Customer**: Select the customer being billed for the retained amount. * **Job**: Select the job associated with the original invoice where retainage was applied. * **Terms**: Define the payment terms for the invoice. * **Transaction Date**: The date the retainage invoice is issued. * **Posting Period**: The accounting period in which the invoice is recorded. * **No.**: The invoice reference number used for tracking. * **Revenue Account**: The account used to record retainage revenue. 5. In **Items**, review or add the retainage line: * **Product**: Select the product or service related to the retainage. * **Description**: Enter a description of the retained amount being billed. * **Qty**: Enter the quantity. * **Unit of Measure**: Select the applicable unit. * **Unit Price**: Enter the rate applied to the retainage. * **Total Price**: Review the calculated amount. * **Tax (optional)**: Indicate whether tax applies. * **Actions**: Remove the item if added by mistake. 6. Review the totals: * **Subtotal**: The amount before retainage. * **Retainage**: The retained amount being released. * **Total**: The final amount to be billed. 7. **(Optional):** In **Additional Details**, add internal or customer-facing comments related to the retainage invoice. 8. Select **Save** to complete the process.
Once saved, the retainage invoice appears in **Accounts Receivable** and follows the standard invoice lifecycle for payment and reporting. ### See Also Keep exploring our platform by taking the next step: * [Create an Invoice](/documentation/daily-workflows/accounts-receivable/create-an-invoice): Learn how to create and manage customer invoices. * [Record a Payment](/documentation/daily-workflows/accounts-receivable/record-a-payment): Learn how to apply payments to invoices. # Accounts Payable The Accounts Payable section centralizes all vendor-related purchasing, billing, and payment activities within CrewCost. From this area, you can record expenses, manage vendor bills and invoices, issue payments, and track what your company owes in real time. This section is designed to support controlled purchasing workflows, improve visibility into outstanding liabilities, and ensure vendor costs are accurately reflected across jobs and financial reports.
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# Manage Expenses & Bills Overview # Add an Expense Adding expenses to your accounting platform ensures that all financial transactions are accurately recorded and linked to the appropriate projects or accounts. To add an expanse: 1. Go to **Accounts Payable > Expenses.** 2. Select + **New Expense**.
3\. Fill in the information: * **Vendor**: Select the vendor from whom you are purchasing goods or services. This ensures that the expense is properly attributed to the correct supplier. * **Job** (optional): Choose the job associated with the expense. This links the expense to a specific project, helping in accurate cost tracking and job costing. * **Transaction Date**: Enter the date the transaction took place. This is crucial for maintaining accurate financial records and ensuring the transaction is recorded in the correct accounting period. * **Posting Period**: Specify the accounting period in which this transaction will be recorded. This helps in accurate financial reporting and ensures that expenses are attributed to the correct fiscal period. * **No.**: Input the reference number for the transaction, which can be an invoice number or another identifier. This helps track and audit the transaction. 4\. Click **+New Item** to add new items: This section allows you to specify the details of each item or service associated with the expense. * **Account**: The general ledger account where the expense will be recorded. * **Description**: A brief description of the item or service. * **Cost Code**: Select the appropriate cost code to categorize the expense within the project or job. * **Amount (in dollars)**: Enter the monetary value of the item or service. * **Billable**: Indicate whether this expense can be billed to the client to ensure accurate billing and revenue recognition. * **Remaining Budget:** View how the item impacts the budget for the selected job or cost code. 5. (Optional) In Additional Details, you can add notes, attach supporting documents, or include any extra information relevant to the transaction. 6. Select **Save** to complete the process.
Once saved, the expense is recorded in your financials and reflected in project costs immediately, ensuring accurate reporting and up-to-date job tracking. ### See also Keep exploring our platform by taking the next step: * [Add a Bill](/documentation/daily-workflows/accounts-payable/add-a-bill): Workflow for recording vendor invoices that require payment at a later date. * [Add a Purchase Invoice](/documentation/daily-workflows/accounts-payable/add-a-purchase-invoice): Recording a vendor's invoice against an existing Purchase Order. # Add a Bill Adding a bill is similar to adding an expense. However, when adding a bill, you can also include Retainage, the percentage of the payment withheld until the project is fully or substantially completed. To add a bill: 1. Go to **Account Payable > Bill**. 2. Select **+ New Bill > Bill.**
3. In **Essentials**, fill in the necessary information: * **Vendor:** The company or individual you are receiving the bill from. * **Job (optional):** Assign the bill to a job if it relates to a specific project to help track job costs accurately. * **Transaction Date:** The date the bill was issued. * **Posting Period:** The financial period in which the bill should be recorded. * **No.:** The bill or reference number for tracking and documentation. 4\. (Optional) You can also select **+ Add Item** to add new items. This section allows you to specify the details of each item or service associated with the expense: * **Account:** Choose the correct account category (e.g., materials, subcontractor cost, equipment). * **Description:** A short explanation of the item or service being billed. * **Cost Code:** Select the correct cost code to ensure accurate job costing. * **Amount:** Enter the dollar amount for each item. * **Billable:** Mark whether this cost can be billed to a customer. * **Delete (under Actions):** Remove any item added by mistake before saving the bill.
5. (Optional) In **Lien Waivers,** you can upload a supporting document, such as a PDF, image file (JPG/PNG), or scanned copy of the waiver. You can also select the appropriate waiver type: * **Unconditional Progress:** Used when the vendor has already been paid for a portion of the work and gives up their right to file a lien for that payment immediately. * **Conditional Progress:** Used when payment is expected but not yet received. The waiver becomes effective only when the payment clears. * **Conditional Final:** Used when the vendor expects final payment for the full scope of work. The waiver becomes effective once final payment is received. * **Final:** Used after the vendor has received full and final payment. This permanently waives their right to file a lien for the completed work. * **Other:** Any additional document that may apply outside the standard categories.
5. Select **Save** to complete the process. Your bill will now appear in the Accounts Payable list, ready for approval, payment, or further review. 6. (Optional): Go to the **Paid** tab to see your created bill.
With your bill recorded and retainage applied, you are set to manage vendor payments more accurately and keep your job costs on track. ### See also Keep exploring our platform by taking the next step: * [Add a Purchase Invoice](/documentation/daily-workflows/accounts-payable/add-a-purchase-invoice): Recording a vendor's invoice against an existing Purchase Order * [Add a Retainage Invoice](/documentation/daily-workflows/accounts-receivable/add-a-retainage-invoice): Instructions for processing and recording retainage amounts withheld from vendors. # Add a Purchase Invoice Creating a purchase invoice allows you to record and track the financial obligation to a vendor for services or products received. It ensures all expenses are accounted for before making payments. To add a new purchase invoice: 1. Go to **Accounts Payable**. 2. Select **New Expanse**. Then, click on **Purchase Invoice.** 3. In **Purchase Order**, select the **Transaction Date** of your preference. Then, select **Next**.
4. In the **Invoice Items** section, choose the products you want to include. {% hint style="info" %} You can also select a different account or adjust the quantity received as needed {% endhint %} 5. Select **Next**. 6. Confirm the details. Then, select **Save** to complete the process. Your purchase invoice is now recorded, helping you keep vendor obligations organized and up to date. ### See also Keep exploring our platform by taking the next step: * [Add a Retainage Invoice](/documentation/daily-workflows/accounts-receivable/add-a-retainage-invoice): Instructions for processing and recording retainage amounts withheld from vendors. * [Automated Bill Entry using the OCR Engine](/documentation/daily-workflows/accounts-payable/automated-bill-entry-using-the-ocr-engine): Learn how to use the drag-and-drop functionality for bills and leverage the OCR engine for automatic coding and entry. # Automated Bill Entry using the OCR Engine Automated bill entry allows you to create bills faster by uploading invoice files and letting the system extract the relevant information automatically. This reduces manual data entry and helps keep accounts payable records accurate and consistent. The OCR engine runs automatically when you upload an invoice file. No additional setup or selection is required. ### Upload an Invoice for Automated Bill Entry This option allows you to create a bill by uploading an invoice file and letting the system process it automatically. To upload an invoice using the OCR engine: 1. Go to **Accounts Payable**. 2. Select **Bills**. 3. Click + **New** to create a new bill. 4. Upload the invoice file by clicking or dragging it into the upload area. 5. Review the information extracted from the invoice. 6. Make any necessary adjustments. 7. Select **Save** to complete the process. Once saved, the bill is created and follows the standard accounts payable workflow. ### See Also To learn more about managing bills and accounts payable workflows, you can check: * [**Add a Bill**](/documentation/daily-workflows/accounts-payable/add-a-bill): Learn how to manually create and manage vendor bills. * [**Add a Vendor Credit**](/documentation/daily-workflows/accounts-payable/add-a-vendor-credit): Learn how vendor credits are used to settle bills. * [**Manage Expenses & Bills Overview**](/documentation/daily-workflows/accounts-payable/manage-expenses-and-bills-overview): Get a high-level view of expense and bill management. # Set Up Bill Approval Workflows Bill approval workflows are used to control and track the lifecycle of bills before they are paid. This process helps ensure bills are reviewed and approved according to internal policies while keeping accounts payable records accurate and up to date. Bill approval workflows allow you to monitor where a bill stands at any time, from creation through approval and final payment or settlement. ### Bill Approval Workflow Overview Bills follow a standard lifecycle within the system. Each status reflects the current stage of review or payment. The bill workflow includes: * Creating the bill. * **Pending Approval**, when the bill is awaiting review. * **Waiting to be Paid**, once the bill is approved. * **Paid**, or settled using a **Vendor Credit**. You can review and manage bills at each stage to maintain financial control and visibility. ### Review Bills Pending Approval This option allows you to see all bills that require review before they can be paid. To review bills pending approval: 1. Go to **Accounts Payable**. 2. Select **Bill**. 3. Open the **Pending Approval** tab. 4. Review the bill details. 5. Approve or reject the bill according to your internal process. Once approved, the bill moves to the next stage in the workflow. ### See Also To understand more about accounts payable processes, you can check: * [**Manage Expenses & Bills Overview**](/documentation/daily-workflows/accounts-payable/manage-expenses-and-bills-overview): Get a high-level view of how expenses and bills are managed. * [**Add a Bill**](/documentation/daily-workflows/accounts-payable/add-a-bill): Learn how to create and record vendor bills. * [**Add a Vendor Credit**](/documentation/daily-workflows/accounts-payable/add-a-vendor-credit): Learn how vendor credits are applied to settle bills. * [**Add a Payment**](/documentation/daily-workflows/accounts-payable/add-a-payment): Learn how to complete bill payments once they are approved. # Add a Payment Keep your project finances organized by logging payments with specific vendor and transaction details for real-time tracking and accuracy. When adding a payment, you can select the vendor, payment method, and transaction details, ensuring all payments are accurately recorded. To add a new payment: 1. Select **+ New > Payment**.
2. In **Essentials**, fill in the following fields to record the transaction details: * **Customer:** The client associated with the payment or transaction. This identifies who the payment is related to and ensures accurate customer records. * **Transaction Date:** The date on which the transaction takes place. This date determines when the transaction is recognized in your records. * **Posting Period:** The accounting period in which the transaction is recorded, such as a specific month or year. This ensures the transaction is included in the correct financial reports. * **No.:** A unique reference number assigned to the transaction. This helps with tracking, reconciliation, and auditing purposes. * **Payment Method:** The method used to complete the payment, such as bank transfer, check, or another supported option. * **To Account:** The account where the payment will be deposited or applied. This defines where the funds are recorded within your financial system. * **Amount:** The total value of the transaction. This represents the exact amount being paid or recorded. 3. In the **Details** section, you will need to include the following information: * **Transaction Date**: The date on which the transaction occurs. This is important for maintaining accurate records and ensuring that the transaction is logged in the correct accounting period. * **Posting Period**: The specific accounting period (e.g., a month or quarter) during which the transaction is recorded. This helps with financial reporting and ensures that all transactions are categorized correctly in the appropriate time frame. * **Number**: A unique reference number for the transaction. This could be an invoice number, a check number, or any other identifier that helps track and audit the transaction. * **Payment Method**: * **Direct Deposit**: An electronic payment method where funds are transferred directly to the vendor's bank account. * **Paper Check**: A traditional payment method where a physical check is issued to the vendor. * **Record Only**: Used when the transaction is recorded for tracking purposes but does not involve an actual payment at that time. 4. Select **Open Invoices.**
5. Choose invoices. Then, select **Add**.
6. Select **Save** to complete the process.
By following these steps, you ensure that all vendor payments are accurately recorded, credits are properly applied, and your financial records remain clear, consistent, and ready for reporting. ### See also Keep exploring our platform by taking the next step: * [Add Batch Payments](/documentation/daily-workflows/accounts-payable/add-batch-payments): Learn how to create and process multiple vendor payments at once, saving time and ensuring consistency. * [Add a Purchase Invoice](/documentation/daily-workflows/accounts-payable/add-a-purchase-invoice): Discover how to record vendor invoices correctly so expenses, balances, and due dates are tracked accurately. # Add Batch Payments Batch payments allow you to process multiple vendor payments at once. This helps streamline the payment process, reduce manual work, and ensure accounts payable payments are completed efficiently. Batch payments are typically used when paying several approved bills in a single workflow. To create a batch payment: 1. Select **+ New** from the top navigation. 2. Choose **Batch Payments**. 3. **In Type**, choose how you want to view and select what you owe: * **By Due Date**: Select this option and use the calendar to choose a due date. Bills due on or before the selected date are displayed. * **By Job**: Select this option and use the dropdown list to choose a specific job. Bills associated with the selected job are displayed. 4. Select **Next** to continue to Bills. 5. **In Bills**, review the list of available bills and select the checkboxes next to the bills you want to include in the batch. 6. Select **Next** to continue. 7. **In Vendor Credit**, apply any available vendor credits if applicable. 8. Select **Next** to continue. 9. **In Details**, review the payment information, select the **From Account**, and complete any remaining required fields. 10. Select **Save** to finalize the batch payment.
Once completed, the batch processes the selected payments and updates their status accordingly. ### See Also Keep exploring our platform by taking the next step: * [Set Up Bill Approval Workflows](/documentation/daily-workflows/accounts-payable/set-up-bill-approval-workflows): Learn how bills move through approval before payment. * [Manage Expenses & Bills Overview](/documentation/daily-workflows/accounts-payable/manage-expenses-and-bills-overview): Get a high-level view of expenses and bill management. # Add a Vendor Credit Vendor credits allow you to record refunds, corrections, or vendor adjustments. These credits reduce the amount your firm owes and keep your Accounts Payable records accurate. By entering vendor credits as they occur, you maintain clear visibility into outstanding balances and ensure your job costing and expense reporting remain correct. To add a vendor credit: 1. Select **+ New** in the upper-right menu. 2. (Optional) Go to **Bills** in your left menu > **Vendor Credit**. 3. Choose **Vendor Credit**. 4. Fill in the essential details: * **Vendor** – Select the vendor issuing the credit. * **Job** – Select the job associated with the credit (optional). * **Transaction Date** * **No.** (credit reference number) * **Amount** 5. Under **Items**, add or adjust credit line items. For each item, include: * **Account** * **Description** (optional) * **Cost Code** * **Total Price** 6. Review your entries and select **Save** to record the vendor credit.
With your vendor credit applied, your payables remain accurate and up to date, helping you maintain cleaner records and better control project and firm expenses. ### See also Keep exploring our platform by taking the next step: * [Manage Checks](/documentation/daily-workflows/accounts-payable/manage-checks): Learn how to create and maintain vendor profiles, contact information, and payment preferences. * [Add a Purchase Order](/documentation/daily-workflows/accounts-payable/add-a-purchase-order): Guide to creating formal requests to vendors for materials or services, establishing commitments. # Manage Checks The **Checks** section allows you to review and process paper checks created from vendor payments. From this page, you can print checks, assign check numbers, archive printed checks, and adjust the print layout when needed. Checks appear in this section only when a payment is issued using the **Paper Check** method in **Accounts Payable**. ### View Checks Use the Checks page to monitor checks that are ready to print or already completed. To access this section: 1. Go to **Accounts Payable > Checks**. 2. Open the **To Print** tab to view checks available for printing. 3. Select **Archived** to view previously printed checks.
### Print Checks You can print checks individually or print multiple checks at the same time. Both options follow a similar workflow and require a check number from your physical check stock. #### Print a Single Check Use this option when printing one check at a time. 1. In the **To Print** tab, locate the check. 2. Select the **Print** icon under **Actions**. 3. Enter the check number from your physical check stock. 4. Select **Print**. \ The check preview window opens. 5. Review the check details. 6. Select **Print** to send the check to your printer, or select **Download** to download a copy. 7. After printing, select **Mark as Printed**.
The check moves to the **Archived** tab. #### Print Multiple Checks Use batch printing when processing several checks at once. 1. In the **To Print** tab, select the checkbox next to each check. 2. Select **Print** at the top of the list. 3. In **Starting check**, enter the first check number from your physical check stock. 4. Select **Print**.\ The system assigns check numbers sequentially to each selected check. The check preview window opens. 5. Review the check details. 6. Select **Print** to send the checks to your printer, or select **Download** to download a copies. 7. After printing, select **Mark as Printed**.
The system moves the checks to the **Archived** tab. After printing, review the check preview and select **Mark as Printed** to move the check to the Archived tab. {% hint style="warning" %} Check numbers must follow the sequence on the physical check stock. Duplicate check numbers are not allowed. {% endhint %} ### Adjust Check Layout If a printed check appears misaligned, you can update the layout settings before printing additional checks. 1. In the **Checks** section, select the **Edit Check Layout** icon in the toolbar. 2. Adjust the positioning as needed. 3. Select **Save** to apply changes.
Repeat adjustments until the printed information aligns correctly with the check stock. ### Order Check Stock and Print a Sample At the top of the Checks page, select **Learn how to order checks and print a sample check first**. This informational window provides: * A link to order top voucher checks from **checksforless.com**. * A note that QuickBooks® compatible voucher checks can also be used. * Guidance on adjusting the check layout if the printed check appears misaligned. * The option to select **Print a Sample Check** to print a test check before using live check stock.
### See also Keep exploring our platform by taking the next step: * [Add a Payment](/documentation/daily-workflows/accounts-payable/add-a-payment): Learn how to record individual vendor payments. * [Add Batch Payments](/documentation/daily-workflows/accounts-payable/add-batch-payments): Learn how to process multiple vendor payments at once. # Add a Purchase Order Creating a purchase order allows you to request materials, equipment, or services from a vendor while tracking committed costs for a job. This helps your team maintain accurate budgets, improve financial visibility, and streamline procurement across projects. To add a purchase order: 1. Select **+ New** in the upper-right menu. 2. Select **Purchase Order**. 3. Fill in the purchase order details: * **Vendor** * **Job** * **Transaction Date** * **Status** (Accepted, Closed) * **No.** * **Shipping Address** 4. Under **Items**, add new items as needed. For each item, include: * **Cost Code** * **Account** * **Qty** * **Unit of Measure** * **Unit Cost** * **Total Cost** * **Remaining Budget** * **Delivery Date** 5. (Optional) In **Additional Details**, select **Add Notes** to include any extra information relevant to the purchase order. 6. Select **Save** to complete the process.
With your purchase order submitted and tracked, you can confidently manage committed costs, support timely procurement, and keep your project budgets on course. ### See also Keep exploring our platform by taking the next step: * [Add a Subcontract](/documentation/daily-workflows/accounts-payable/add-a-subcontract): Explains how to create and manage subcontract records, including entering vendor details, assigning cost codes, and linking the subcontract to the appropriate project. * [Add a Vendor Credit](/documentation/daily-workflows/accounts-payable/add-a-vendor-credit): Covers how to record a vendor credit in the system, including selecting the vendor, applying the credit to existing bills, and ensuring your project and accounting balances stay accurate. # Add a Subcontract You use this page to create subcontracts and record committed costs for work performed by vendors or subcontractors on a job. Subcontracts represent agreed or planned costs before bills or expenses are recorded, helping you manage commitments and keep job budgets aligned with expected costs. To add a subcontract: 1. Go to **Accounts Payable**. 2. Select **Commitments**. 3. Select **+ New Commitment >** **Subcontract**. 4. In **Essentials**, complete the required fields: * **Vendor**: Select the vendor or subcontractor performing the work. * **Job**: Select the job this subcontract is associated with so committed costs flow into the correct job budget. * **Terms**: Select the payment terms for the subcontract. * **Subcontract Date**: Select the date the subcontract is created or becomes effective. * **Retainage**: Enter the retainage percentage to be withheld, if applicable. * **Status**: Select the current status of the subcontract (for example, Draft). * **No.**: Enter the subcontract reference number used for tracking. * **Scope**: Enter a description outlining the scope of work covered by the subcontract. 5. In **Items**, add the subcontract cost details: * **Description**: Describe the subcontracted work or service. * **Cost Code**: Select the cost code used to categorize the subcontract cost. * **Cost Type**: Select the cost type associated with the subcontract. * **Amount**: Enter the committed amount for the subcontract item. * **Tax**: Select whether tax applies. This field is optional and not required to create the subcontract. * **Actions**: Remove an item if added by mistake. 6. Review the **Subtotal** and **Total** to confirm the committed amount. 7. In **Additional Details** (optional): * **Includes (+)**: Add any items or work explicitly included in the subcontract. * **Excludes (-)**: Add any items or work explicitly excluded from the subcontract. * **Notes**: Add internal notes or additional information related to the subcontract. * **Attachments**: Upload supporting documents such as agreements or scope details. Supported formats include PNG, JPG, JPEG, and PDF. 8. Select **Save** to complete the process.
Once saved, the subcontract is created under **Commitments** and the committed cost is reflected in the associated job for budgeting and cost tracking. ### See Also Keep exploring our platform by taking the next step: * [Add Expenses to a Job](/documentation/job-center/add-expenses-to-a-job): Learn how subcontract-related costs flow into job budgets. * [Understand Job Budget Metrics](/documentation/job-center/understand-job-budget-metrics): Learn how committed costs affect job budgets and forecasting. # Inbox The Accounts Payable Inbox in CrewCost is where uploaded bills, receipts, and subcontract AIA documents are queued for review before being processed as transactions. This section centralizes incoming payable items so they can be inspected, edited, accepted, or rejected from a single location. ### Access the Inbox and Upload a Document Navigate to the Accounts Payable Inbox to begin reviewing pending transactions and upload documents. 1. Click **Accounts Payable** in the left navigation menu. 2. Click **Inbox** from the expanded menu options. 3. Click the **Upload** button in the top-right area of the Inbox. 4. Select the file from your device. 5. Wait for CrewCost to process the document and generate a transaction entry.
### Review Inbox Items and Edit a Transaction The Inbox displays all items currently **Under Review**. Each row shows the **Transaction Date**, **Due Date**, **Payee**, **Category**, **Source**, **Attachment**, and **Amount**. Items flagged as **Needs Attention** require action before they can be processed. 1. Select the **Under Review** tab to see all pending items. 2. Check the **Source** column for any items marked **Needs Attention**. 3. Click the attachment icon in the **Attachment** column to preview the original document. 4. Click the **pencil icon** in the **Actions** column of the item you wish to edit. 5. Review the **Essentials** panel on the right, which includes **Category**, **Vendor**, **Job**, **Amount**, **Transaction Date**, **Due Date**, **Posting Period**, **Status**, and **No.** fields when editing an item. 6. Review the **Items** section, which lists line items with their **Account**, **Description**, **Cost Code**, **Cost Type**, **Amount**, and **Billable** fields. 7. Make any necessary changes to the fields. 8. Click **Save** to apply the changes.
### Accept or Reject a Transaction and View Rejected Items Once a transaction has been reviewed, use the **More Actions** menu to finalize the decision. Items that have been rejected are moved out of the **Under Review** tab and can be accessed separately. 1. Click the **three-dot icon** in the **Actions** column of the item. 2. Select **Accept** to approve the transaction or **Reject** to dismiss it. 3. Click the **Rejected** tab at the top of the Inbox. 4. Review any items listed there as needed.
The Accounts Payable Inbox provides a structured workflow for processing incoming financial documents in CrewCost. By uploading documents, reviewing generated transactions, and accepting or rejecting items, teams can maintain accurate and up-to-date payable records before any transaction is committed to the system. ### See Also Keep exploring our platform by taking the next step: * [Approvals](/documentation/general-settings/approvals): Control whether items can be edited after being routed for approval, designate employees who can bypass approval requirements, and assign default approvers. * [Recurring Transactions](/documentation/accounting-configuration/recurring-transactions): Automate journal entries and expenses that repeat on a defined schedule. # Job Center The Job Center centralizes all project-related financial management within CrewCost. From this section, you manage contracts, track job costs, monitor budgets, and control revenue adjustments throughout the lifecycle of a project. This area helps you keep contract values, expenses, and change orders aligned so your job performance remains accurate and financially controlled. By working from the Job Center, you maintain clear visibility into projected costs, approved revenue, and potential budget risks before they impact profitability.
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# Create Estimates and Jobs Creating estimates and jobs in CrewCost helps you give accurate quotes and organize projects. This guide will show you how to detail project costs, turn approved estimates into jobs, and track everything from start to finish. ### Create a job To create a new job: 1. Go to the **Job Center**. In the sub-tab, select **Jobs**. 2. Select **+ New Job.**
3. In Job Information, fill in the details: * **Job No.** * **Name** * **Customer** * **Project Manager** * **Address** * **Tax Rate** * **Estimated Start/End Dates** 4. Select **Next**. 5. In Budgets, you can add multiple new items. For that, select New Item and fill the information: * **Cost Code** * **Cost Type** * **Material** * **Labor** * **Equipment** * **Other** * **Subcontract** * **Budget** 6. Select **Next**. 7. In **Contract**, fill the information for the Summary, including: * **Number** * **Company** * **Revenue Account** * **Contract Date (optional)** * **Retainage** You can also add multiple items in **Schedule of Values** by filling the information: * **Product** * **Cost Code** * **Cost Type** * **Tax** (optional) 8. You can also add additional details. Then, select **Next**. After filling out the main job or project details, you can add additional information to further clarify the scope or specific conditions of the job. * Includes (+): This section allows you to specify any items, services, or conditions that are part of the job or contract. For example, you might include materials, specific tasks, or explicitly agreed-upon features. Listing these details ensures that both parties know what is covered under the contract, reducing the likelihood of disputes later on. * Excludes (-): Conversely, the Excludes section is where you can list items, services, or conditions that are not part of the job or contract. This helps set clear boundaries, ensuring that the client understands what they will need to arrange or pay for separately. It also helps to prevent scope creep, where additional tasks are expected without further payment. 9. In the **Confirm** section, verify that all information is correct. Then, select Finish to complete the form.
### Create an estimate To create a new estimate: 1. Go to **the Job Center.** In the sub-tab, select **Estimates**. 2. Select **New Estimate.**
3. In **Essentials,** complete the necessary information: | **Field** | **Description** | | -------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Customer** | The name of the client associated with the transaction. This field is essential for tracking which customer the job or invoice is linked to. | | **Email** | The customer’s email address. Used for communication, such as sending invoices, receipts, or status updates. | | **Address** | The customer’s physical address. Typically used for billing or shipping purposes, depending on the transaction type. | | **Job (optional)** | The specific project or job associated with the transaction. Linking a transaction to a job helps track expenses, revenue, and progress, but this field is not required. | | **Transaction Date** | The date the transaction is recorded. This ensures accurate accounting and financial reporting. | | **Expiration Date** | The date the offer or contract expires. Commonly used in proposals or estimates to define how long the terms remain valid. | | **Status** | Indicates the current state of the transaction: **Draft** (in progress and not finalized), **Accepted** (approved or agreed upon), or **Closed** (completed with no further actions required). | | **No.** | A unique transaction reference number, often generated automatically, used to track and reference the transaction within the system. | 4. In Items, fill in the necessary information: Here is the information organized into a clear, user-friendly table: | **Field** | **Description** | | ------------------ | --------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Description** | A brief explanation of the product or service. This helps clarify what the item is used for within the context of the job. | | **Cost Code** | A code used to categorize and track expenses related to the product or service. Cost codes help organize costs and align them with specific budget areas. | | **Cost Type** | Defines the type of cost associated with the item: **Material**, **Labor**, **Equipment**, **Other**, or **Subcontract**. | | **Qty (Quantity)** | The number of units or amount of the product or service being used or purchased. | | **Cost** | The unit cost of the item or service before any markup or additional charges. | | **Total Cost** | The total cost for the item or service, calculated as unit cost multiplied by quantity. | | **Markup** | The percentage or amount added to the base cost to cover profit or overhead. | | **Total Price** | The final price charged, including the base cost and any applied markup. This is the amount billed to the client or project. | Info: Check the tax box to see if you need to include a tax rate. 5. (Optional) In **Additional Details**, you can manage your default **Inclusions** **and Exclusions.** {% hint style="info" %} This option allows you to set and view the standard inclusions and exclusions that apply to your projects. You can review, edit, or add details to these defaults to ensure they align with each specific project's needs. {% endhint %} * | **Section** | **Description** | **Examples** | | ---------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------ | -------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Includes (+)** | Lists items that are included in the project scope and covered by the approved budget. These are essential components required to complete the project as planned. | Applicable building permits required by local authorities; temporary construction facilities such as job trailers, parking areas, and on-site restrooms. | | **Excludes (-)** | Identifies items that are not included in the project scope or budget. If needed, these items require separate agreements and additional budgeting. | Sitework and excavation activities related to preparing the construction site and digging. | 6. Select **Save** to complete the process.
By creating jobs and estimates in CrewCost, you can clearly define project scope, control costs, and maintain visibility from the initial quote through project completion, helping ensure accurate billing, fewer misunderstandings, and better overall project management. ### See also Keep exploring our platform by taking the next step: * [Add Contracts and Contract Invoicing](/documentation/job-center/add-contracts-and-contract-invoicing): Learn how to add contacts and manage contract invoicing, including setting billing details, linking contacts to jobs, and generating invoices based on contract terms. * [Add Expenses to a Job](/documentation/job-center/add-expenses-to-a-job): Learn how to add expenses to a job, track costs accurately, and ensure payments are properly allocated and reflected in project budgets and reports. # Add Contracts and Contract Invoicing This page explains how to create and manage contract invoices for a job. Contract invoicing lets you bill clients based on the agreed contract value, track retainage, and monitor billing progress over time. Using contract invoices helps ensure revenue is billed accurately and consistently with the contract terms. ### Add a Contract To create a **New Contract Invoice**: 1. Go to **Job Center**. 2. Select the **Contract** tab. 3. Select **+ New Contract Invoice**. 4. Fill in the required invoice information: * **Terms**: Select the payment terms, such as Immediate, Net 15, Net 30, or Net 60. * **Transaction Date**: The date the invoice is issued. * **Period To**: The end date of the billing period covered by the invoice. * **Posting Period**: The accounting period where the invoice will be recorded. * **No.**: The invoice reference number. 5. In the **Items** section, review or edit the billing values: * **Work Completed This Period ($)**: The value of work completed during the current billing cycle. * **Materials Presently Stored**: The value of materials purchased but not yet installed. * **Completed to Date**: The total value of work completed to date. * **Total Retention**: The amount withheld based on the retainage terms. * **Retention Rate (%)**: The percentage of the invoice value held as retainage. 6. (Optional) In **Additional Details**, add notes or comments to provide extra context for the invoice. 7. Select **Save** to complete the process.
### Edit an Existing Contract Invoice To edit an existing contract invoice: 1. Open an existing contract invoice. 2. Select **Edit** in one of the following sections: * **Summary** * **Schedule of Values** * **Additional Details** 3. When editing any of these sections, you can update: * **No.** * **Company** * **Revenue Account** * **Contract Date** * **Retainage** * **Schedule of Values** * **Includes (+)** * **Excludes (-)** * **Notes** 4. Review the changes and select **Finish** to save your updates.
### See also Keep exploring our platform by taking the next step: * [Understand Job Budget Metrics](/documentation/job-center/understand-job-budget-metrics): Learn how to read and interpret job budget values such as original budget, revised budget, projected costs, and forecast to complete, and how these metrics help you monitor job performance. * [Manage Prime Contract Change Orders](/documentation/job-center/manage-prime-contract-change-orders): Learn how to process scope changes that affect the prime contract, update job revenue, and keep budgets and forecasts aligned with the approved contract value. # Add Expenses to a Job You use this page to understand how to record expenses against a specific job in CrewCost. Adding expenses to a job helps you keep job costs accurate, track profitability in real time, and ensure your job budgets and reports reflect actual spending as costs are incurred. Expenses can be linked to a job directly from the Job Center or while creating an expense from anywhere in the platform. ### Add Expenses via Job Center This option is useful when you are already working inside a job and want to quickly associate a new expense with it. To add an expense from the Job Center: 1. Go to **Job Center**. 2. Open an existing job. 3. Select **Add to your job**. 4. Click **Expense**. 5. Fill in the expense details, including vendor, amount, and required accounting fields. 6. Assign the correct **Cost Code** and **Cost Type** so the expense flows into the job budget correctly. 7. Select **Save** to complete the process.
The expense is immediately linked to the job and reflected in job cost and profitability metrics. ### Add Expenses via Quick Create You can also create and assign an expense to a job from anywhere in CrewCost using the Quick Create option. To add an expense using Quick Create: 1. Select **+ New** from the top navigation. 2. Choose **Expense**. 3. While creating the expense, select the appropriate **Job**. 4. Complete the remaining required fields. 5. Select **Save** to record the expense.
This method is ideal when entering expenses in bulk or when the job context is already known. ### See Also Keep exploring our platform by taking the next step: * [Add an Expense](/documentation/daily-workflows/accounts-payable/add-an-expense): Learn how to create standalone expenses and understand the required accounting fields. * [Add a Bill](/documentation/daily-workflows/accounts-payable/add-a-bill): Learn how to record vendor bills and track payables that may later be associated with jobs. # Understand Job Budget Metrics This page explains the key budget metrics available within a job and how they are calculated. Job budget metrics help you track projected revenue, expected costs, and overall financial performance as expenses, change orders, and approvals occur. Understanding these values allows you to identify budget risks early and monitor whether a job is trending over or under budget. To review **Job Budget Metrics**: 1. Go to the **Job Center**. 2. Select the **Jobs** tab. 3. Open the job you want to review. 4. Navigate to the **Budget** section of the job. 5. Select **Cost Code** or **Cost Type** to check: | **Metric** | **What it Represents** | | -------------------------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Projected Budget** | The current contract value for the job. It includes the original contract amount plus any approved Prime Contract Change Orders. Pending Prime Contract Change Orders are shown separately and do not affect this value until approved. | | **Projected Costs** | The total expected cost of the job based on current information. This includes committed costs, non-committed costs, actual spending, and any pending cost changes submitted by vendors or subcontractors. | | **Forecast to Complete** | The remaining expected cost required to finish the job. This value is calculated by comparing the projected budget against projected costs to estimate what is left to spend. | | **Estimated Cost at Completion** | The total expected cost of the job once all work is completed. It reflects current spending plus the forecasted remaining costs. | | **Over / Under Budget** | Indicates whether the job is projected to finish within budget or exceed it. If projected costs increase without an approved Prime Contract Change Order, this metric highlights the potential financial impact. | 6. (Optional) Select **+Add to Job** to associate the item with the job and include it in the job’s budget and financial tracking. 7. (Optional) Select **Save** to save any changes.
Use these metrics together to monitor job performance, evaluate financial risk, and ensure revenue and costs stay aligned throughout the job lifecycle. By regularly reviewing job budget metrics, you gain clear visibility into how costs, revenue, and change orders impact a job’s financial outcome. ### See also Keep exploring our platform by taking the next step: * [Manage Downstream Pending Cost Changes](/documentation/job-center/manage-downstream-pending-cost-changes): Understand how vendor-initiated cost changes affect projected costs and help identify budget risks before they impact job profitability. * [Add contracts and contract invoicing](/documentation/job-center/add-contracts-and-contract-invoicing): Learn how to create and manage contracts, generate contract invoices, and track billed amounts, retainage, and revenue over the life of a job. # Manage Prime Contract Change Orders Prime Contract Change Orders are used when the agreed scope with the owner changes and affects job revenue. They update the contract value so the job budget accurately reflects what the owner has approved to pay. To create a prime contract change order: 1. Go to the **Job Center**. 2. Open the job. Then, select the **Change Orders** tab. 3. Select **+ New Change Order.** From there, you can select to create a new: ### **Prime Contract** | Field | Description | | ---------------------------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Name** | The name of the prime contract. This should clearly identify the agreement with the owner and is used to recognize the contract throughout the system. | | **Expected Completion Date** | The planned date when all work under the prime contract is expected to be completed. This helps with scheduling, forecasting, and progress tracking. | | **No.** | The unique contract reference number. This number is used to track, search, and reference the contract across reports and related job records. | | **Change Items / +Add Items (Optional)** | Allows you to add or modify contract line items when the scope changes. These items define what is being billed under the contract and are commonly used when creating Prime Contract Change Orders. | ### **Subcontract** | Field | Description | | ---------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------ | | **Vendor** | The vendor or subcontractor responsible for performing the work. This links the subcontract to the correct external party for cost tracking and payments. | | **Name** | The name of the subcontract. This should describe the scope or type of work being subcontracted for easy identification. | | **Job** | The job this subcontract is associated with. Linking the subcontract to a job ensures costs flow correctly into job budgets and reporting. | | **Estimated Completion Date** | The expected date the subcontractor’s work will be completed. This supports scheduling and helps track progress against the job timeline. | | **No.** | The unique subcontract reference number used for tracking, reporting, and linking related expenses or change orders. | | **Change Items / +Add Items (Optional)** | Allows you to add or adjust subcontract line items when scope or costs change. These changes impact projected job costs and help manage downstream financial risk. | 4. Enter the change amount and details. 5. Select **Save** to complete the process.
### Pending vs Approved Changes Pending Prime Contract Change Orders are shown separately so you can see the potential impact without changing the official budget. Once approved, the job budget is automatically updated. Prime Contract Change Orders affect revenue from the owner, while cost changes affect expenses from vendors or subcontractors. If costs increase without an approved contract change, the system highlights the risk to help you identify potential budget issues early. Managing Prime Contract Change Orders ensures your job revenue, budget, and forecasts stay aligned with the approved contract, giving you a clear, accurate view of job performance from start to finish. ### See also Keep exploring our platform by taking the next step: * [Manage Downstream Pending Cost Changes:](/documentation/job-center/manage-downstream-pending-cost-changes) Learn how to track vendor or subcontractor cost changes that may impact your job costs and identify potential budget risks before they are approved. * [Add Expenses to a Job](/documentation/job-center/add-expenses-to-a-job): Learn how to record bills and expenses against a job, assign cost codes and cost types, and keep job budgets up to date as costs are incurred. # Manage Downstream Pending Cost Changes This page explains how to track and manage downstream cost changes submitted by vendors or subcontractors. These changes affect the job's cost and can introduce financial risk if they are not offset by approved revenue changes. Reviewing and updating the status of cost changes helps you stay aware of potential budget impacts and take action before costs are finalized. To review and manage downstream cost changes: 1. Go to **Job Center**. 2. Open the job you want to review. 3. Select the **Change Orders** tab.
4. (Optional) Select **New Change Order** to add an order. Then, fill in information: * **Name** * **No.** * **Cost item.** * Select **Save** to add a new change order.
5. Review the list of cost changes, organized by status: * **Unapproved**: Cost changes submitted by vendors that are still under review. * **Approved**: Cost changes that have been accepted and are now included in projected costs. * **Rejected**: Cost changes that were reviewed and declined. * **Invoiced**: Cost changes that have already been invoiced. 6. Select the three-dot menu next to a cost change. 7. Choose one of the available actions: * Select **Approve** to accept the cost change and include it in the projected job costs. * Select **Reject** to decline the cost change. * Select **Preview** to review the details before making a decision.
Managing downstream cost changes from the Change Orders view allows you to track vendor-submitted costs, understand their impact on the job, and control financial risk before costs are finalized. ### See also Keep exploring our platform by taking the next step: * [Manage Timesheet Approvals Overview:](/documentation/time-tracking/manage-timesheet-approvals-overview) Learn how timesheet approvals work, including approval statuses, roles involved, and how approved time impacts job costing and payroll. * [How to Approve Timesheets as Supervisor](/documentation/time-tracking/approve-timesheets-as-supervisor): Step-by-step instructions for reviewing, approving, or rejecting employee timesheets and ensuring hours are recorded accurately. # Time Tracking The Time Tracking section allows you to record, review, and manage labor hours across your construction projects. From this area, employees can clock in and out, supervisors can review entries, and labor costs are automatically connected to job costing and accounting. This section helps ensure that time entries are accurate, approved, and aligned with project budgets. By using Time Tracking, you maintain real-time visibility into labor costs, workforce productivity, and overall job performance.
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# Manage Timesheet Approvals Overview # Approve Timesheets as Supervisor # Submit Timesheets as Employee # Mobile Workflow for Timesheets # Add and Edit a Clock In In this guide, you will learn how to clock in using a time-tracking tool designed for construction projects. This tool makes it easy for workers to clock in and out from their phones while automatically updating job costing and accounting with real-time labor costs and productivity data. ### Add a Clock In To add clock in follow these steps: 1. Navigate to the **Time Tracking** section. Then, click **+Clock In**. 2. Fill the details: * **Employee**: Select the employee who is clocking in. * **Job**: Choose the job associated with the time entry. * **Cost Code**: Specify the cost code relevant to the task. * **Billable**: Toggle the switch to the right to mark the time entry as billable (optional). 3. After entering the required information, click **Clock In**. Once clocked in, you can update or adjust any information as needed.
### Edit time entries Follow the steps below to edit time entries: 1. Click the arrow icon. 2. Select the **Job** and **Cost Code** if necessary. 3. Select **Switch Task**. 4. To pause the clock, simply click the pause button. To resume, click the button again to continue tracking time. 5. You can also manually edit time entry details by clicking the edit icon under **Actions**. You can adjust details such as: * **Job** * **Task** * **Start Time** * **End Time** * (Optional) **Billable status.** 6. (Optional) You can add or delete time entry details. 7. After making any changes, click **Save** to finish the updates.
With your time entries recorded and updated, you ensure accurate labor tracking, stronger job costing, and a more reliable view of project performance across your entire workflow. ### # Reports The Reports section centralizes all financial and operational reporting within CrewCost. From this area, you can create, customize, and manage reports to gain clear visibility into performance, costs, and trends across your business. This section is designed to help you analyze data efficiently, support informed decision-making, and ensure stakeholders have access to accurate, up-to-date insights.
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# Types of Reports This page gives an overview of the standard financial and operational reports available in **CrewCost**. Understanding each report type helps you analyze performance, monitor cash flow, and make informed business decisions. {% hint style="info" %} If you want to create a new report using any of these report types, follow the steps [here](/documentation/reporting-and-resources/reports/create-new-reports). If you need to edit or delete an existing report, refer to the instructions on the[ **Edit a Report**](/documentation/reporting-and-resources/reports/edit-a-report) page. {% endhint %} #### **Accounts Payable Aging (AP Aging)** Shows all unpaid vendor bills, grouped by the length of time they have been outstanding.\ **Use it for:** Monitoring upcoming obligations, planning cash flow, and staying on top of overdue payments.
#### **Accounts Receivable Aging (AR Aging)** Displays outstanding customer invoices, organized by how long they have been due.\ **Use it for:** Identifying late payments, improving collection efforts, and managing incoming cash flow.
#### **Balance Sheet** Provides a snapshot of your company’s financial position at a specific point in time, including assets, liabilities, and equity.\ **Use it for:** Understanding overall financial health and assessing liquidity and sustainability.
#### **Balance Sheet Comparison** Compares balance sheet values from two different periods.\ **Use it for:** Tracking financial growth, analyzing changes in assets and liabilities, and identifying trends.
#### **General Ledger** Shows a detailed record of all accounts and their transactions for a selected period.\ **Use it for:** Auditing, reconciliation, and verifying the accuracy of accounting entries.
#### **Income Statement** Summarizes revenues, expenses, and profit or loss for a specific period.\ **Use it for:** Assessing whether the business is profitable and evaluating cost structure and performance.
#### **Income Statement by Month** Breaks down income and expenses month by month within a selected period.\ **Use it for:** Identifying seasonal patterns, tracking monthly performance trends, and monitoring budget alignment.
#### **Income Statement Comparison** Compares income statements across two different periods.\ **Use it for:** Evaluating growth, analyzing revenue and cost impacts over time, and identifying performance shifts.
#### **Journal Entry Report** Lists all manual journal entries created within a given period.\ **Use it for:** Reviewing adjustments, validating accounting corrections, and ensuring accuracy in financial reporting.
#### **Sales Tax Liability Report** Summarizes sales tax collected and the amount owed to tax authorities.\ **Use it for:** Staying compliant with tax regulations and preparing tax filings.
#### **Transaction Report** Displays all financial transactions recorded during a selected period.\ **Use it for:** Audits, reconciliations, and obtaining a full picture of cash movement.
#### **Trial Balance** Shows all account balances (debits and credits) at a specific point in time.\ **Use it for:** Ensuring the ledger is balanced, preparing financial statements, and detecting posting errors.
#### **Work In Progress (WIP) Report** Tracks financial progress for ongoing projects, showing cost accumulation, billable amounts, and estimated profitability.\ **Use it for:** Monitoring project health, preventing budget overruns, and forecasting earnings.
### **Why These Reports Are Important** These reports play a critical role in your financial visibility and operational control: * **Monitor financial health:** Reports allow you to evaluate profitability, expenses, and overall performance with accuracy. * **Improve cash flow management:** AR and AP reports help you identify outstanding payments and upcoming obligations. * **Support strategic decisions:** With updated financial and operational data, you can make informed decisions that impact growth and stability. * **Ensure compliance:** Reports like the Sales Tax Liability Report help maintain accurate tax records. * **Track project performance:** WIP reports show how projects are financially progressing before they are finished. Accurate reporting empowers your team to plan, optimize processes, and maintain long-term financial stability. ### See also To explore more topics on CrewCost, you can check: * [Setting Up Recurring Transactions](/documentation/accounting-transactions/set-up-recurring-transactions): Learn how to create and manage recurring transactions to automate repeated financial entries, save time, and ensure consistency in your accounting records. * [Bulk Data Import:](broken://pages/wTWF6fo7gBEO5t5UEU2U) Learn how to upload large volumes of financial or operational data at once, streamlining onboarding, reducing manual entry, and keeping your system accurate and up to date. # Create New Reports Reports give you a clear, organized view of your business’s financial performance. By tracking income, expenses, outstanding balances, and project progress, you gain the visibility needed to manage cash flow, evaluate profitability, and make informed decisions. ### Create new reports To create new reports: 1. Navigate to the **Reports** section from the left menu. 2. Click on **New Report**. 3. Name of the Report. 4. In **Report,** select a type of report:
Report TypeDescription
Income StatementProvides a summary of your company's revenues, expenses, and profits over a specific period, showing whether the business is profitable.
Balance SheetDisplays the company's financial position at a specific point in time, including assets, liabilities, and shareholders' equity.
AR Aging Report (Accounts Receivable Aging Report)Breaks down outstanding amounts owed by customers, categorized by how long they have been due.
AP Aging Report (Accounts Payable Aging Report)Lists the company's unpaid bills, categorized by how long they have been outstanding, helping manage cash flow and obligations.
Transaction ReportShows a detailed list of all financial transactions within a specific period, providing insight into cash flow.
Sales Tax Liability ReportSummarizes sales tax collected and owed to tax authorities, ensuring compliance with tax regulations.
Work In Progress ReportTracks the costs and progress of ongoing projects, helping monitor budgets and profitability for incomplete projects.
{% hint style="info" %} To find more details about the types of reports, see [Types of Reports](/documentation/reporting-and-resources/reports/types-of-reports). {% endhint %} 5. Select a **Report period**. * This year * Last year * This year to date * Last 12 months * Custom year 6. Once you've filled in the details, select **Create and Save**.
{% hint style="info" %} See [Edit a Report](/documentation/reporting-and-resources/reports/edit-a-report) to understand how to delete or edit existing reports. {% endhint %} ### Printing and downloading reports You can view, print, or download reports in CSV format. Selecting the **gear ico**n lets you toggle whether the Account Number Prefix is included in the report.
With accurate, up-to-date reports at your fingertips, you can confidently steer your business, stay proactive, and ensure long-term financial stability. ### See also Keep exploring our platform by taking the next step: * [Edit a Report](/documentation/reporting-and-resources/reports/edit-a-report): Learn how to edit and delete an existing report. * [Types of Report](/documentation/reporting-and-resources/reports/types-of-reports)[s](/documentation/reporting-and-resources/reports/types-of-reports): View more details on the types of reports. # Edit a Report Editing a report allows you to update its settings, report type, or reporting period to ensure the information reflects your current business needs. Keeping reports accurate helps you maintain clear visibility into your financial performance. To edit a report: 1. Navigate to the **Reports** section from the left menu. 2. Open the report you want to update. 3. Select **Edit Report**. 4. Adjust any of the following fields: * Report name * Report type * Reporting period (This year, Last year, Last 12 months, etc.) * Additional report settings 5. Once you've made your changes, select **Save** to apply them.
6. (Optional) To delete a report, select the **delete** icon next to edit. ### See also Keep exploring our platform by taking the next step: * [Types of Reports](/documentation/reporting-and-resources/reports/types-of-reports): Learn about each report type in detail. * [Create a Journal Entry](/documentation/accounting-transactions/create-a-journal-entry): Guide to creating manual journal entries. # Accounting Transactions The Accounting Transactions section allows you to record and manage financial activity that impacts your company’s books. From journal entries to tax agency setup, this area helps ensure your accounting records remain accurate, balanced, and compliant. Use this section to handle adjustments, track financial movements not linked to invoices or bills, and maintain proper tax configuration within your system.
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# Create a Journal Entry Journal entries help track financial transactions that are not linked to specific invoices or bills. They make it easy to record adjustments, accruals, or corrections, keeping your accounts accurate. By balancing debits and credits, you ensure that your financial records stay organized. To add a jew journal entry:\ \ 1\. Navigate to the **New** button located in the top right corner of the screen. 2. Under the **Other** section, select **Journal Entry**.
3. If the journal entry is associated with a specific job, select the appropriate job. If not, use the **Account** field to categorize the entry. 4. (Optional) You can also add new items by clicking **New Item**. 5. Ensure that **Debits** and **Credits** are balanced. 6. Review all details and select **Create Journal Entry** to complete the process.
7. (Optional) After creating a new journal entry, you can select the edit icon to update information.
With your journal entry created, your financial records remain accurate and up to date. ### See also Keep exploring our platform by taking the next step: * [Connect Bank Accounts via Plaid](/documentation/accounting-configuration/connect-bank-accounts-via-plaid): Connecting your bank account through Plaid allows CrewCost to securely sync financial transactions directly from your financial institution. * [Setting Up Recurring Transactions](/documentation/accounting-transactions/set-up-recurring-transactions): Learn how to set up automated recurring journal entries (e.g., depreciation) and bills. # Set Up Recurring Transactions This page explains how to set up recurring transactions to automatically record bills or journal entries that occur on a regular schedule. Recurring transactions help reduce manual data entry, ensure consistency in your accounting records, and keep expenses and financial adjustments up to date. Common use cases include monthly utility bills, internet services, subscriptions, and recurring journal entries such as asset depreciation. To create a recurring transaction: 1. Go to **Settings**. 2. Open the **Recurring Transactions** section. 3. Select **+ New Recurring Transaction**.
4. Choose the transaction type: * **Expense** to automatically create a recurring bill. * **Journal Entry** to automate accounting entries, such as depreciation or balance adjustments. 5. Fill in the required information: * **Vendor** (for expenses): The vendor associated with the recurring bill. * **Job** (optional): The job the transaction should be linked to. * **Account**: The account the transaction will post to. * **Amount**: The value of the recurring transaction. * **Interval**: How often the transaction should run (for example, monthly). * **Run Date**: The day of the period when the transaction will be created. * **Start Date**: When the recurring transaction begins. * **End Date** (optional): When the recurring transaction should stop. 6. Review the details to confirm accuracy. 7. Select **Save** to activate the recurring transaction. Once saved, the system will automatically create the expense or journal entry on the defined schedule, without any additional action required. ### **Editing or stopping a recurring transaction** To edit a recurring transaction: 1. Go to **Settings** > **Recurring Transactions**. 2. Select the recurring transaction you want to update. 3. Edit the details as needed, such as amount, dates, or interval. 4. Select **Save** to save your changes, or disable the transaction to stop future entries. ### See Also Using recurring transactions ensures predictable costs and accounting adjustments are recorded consistently, helping keep your financial records accurate over time. * [Create a Journal Entry](/documentation/accounting-transactions/create-a-journal-entry): Learn how to record financial movements manually in your ledger. * [Set Up Recurring Transactions](/documentation/accounting-transactions/set-up-recurring-transactions): Learn how to automate repeated transactions to save time and ensure consistency. # Add a New Tax Agency Managing tax agencies is crucial for keeping your financial records accurate and meeting your tax obligations. This page provides a quick guide on adding, editing, and managing tax agencies in your accounting system. Following these steps will help you set up and update tax information efficiently, ensuring your records are accurate and compliant with tax regulations. To add taxes: 1. Go to the **Accounting section**, then select the **Sales Taxes** sub-tab. 2. Select **+ New Agency.** 3. In **the New Agency** field, fill in the information: * Agency * Filing Frequency (Monthly, Quarterly, Yearly) * Start Date * Total Tax Rate (%) 4. Select **Save** to complete the process.
5. (Optional) To edit a tax agency, click **Edit** under the **Actions** column.
6. (Optional) To mark a tax agency as inactive, click on the second icon. You can reactivate it anytime by going to the Inactive section and selecting Mark as Active.
With your tax agencies correctly set up and maintained, you ensure accurate reporting and smooth tax management across your accounting processes. ### See also Keep exploring our platform by taking the next step: * [Create a Journal Entry](/documentation/accounting-transactions/create-a-journal-entry): Learn how to record financial movements manually in your ledger. * [Setting Up Recurring Transactions](/documentation/accounting-transactions/set-up-recurring-transactions): Learn how to set up automated recurring journal entries (e.g., depreciation) and bills. # Add a Tax Rate CrewCost allows you to configure sales tax rates under the Accounting module. Tax rates can be defined as Single (one rate tied to one agency) or Combined (multiple rates grouped under one name). Once created, these rates are available for use across your accounting workflows. ### Access the Sales Tax Section Navigate to the Sales Tax rates list to begin creating a new rate. 1. In the left sidebar, click **Accounting** to expand the menu. 2. Click **Sales Tax**. 3. Select the **Rates** tab at the top of the page. 4. Click the **+ New Rate** button in the upper-right corner of the rates list.
### Configure a Single Tax Rate The New Tax Rate panel will open on the right side of the screen. Follow the steps below to set up a single rate. 1. Under **Type**, select **Single**. 2. In the **Name** field, enter a name for the rate. 3. Click the **Agency** dropdown and select an existing agency from the list. If no agency exists yet, select **Add an agency** to create one. 4. In the **Tax Rate (%)** field, enter the percentage value for the rate (for example, `8.555`). 5. Click **Save** to create the rate or **Cancel** to discard the changes.
### Configure a Combined Tax Rate A Combined rate groups two or more existing single rates under one name. The panel displays a Total tax **rate** counter that updates as rates are selected. 1. Under **Type**, select **Combined**. 2. In the **Name** field, enter a name for the combined rate. 3. Under **Rate 1**, click the **Select rate** dropdown and choose an existing single rate. 4. Under **Rate 2**, click the **Select rate** dropdown and choose a second existing single rate. 5. To include additional rates, click **+ Add** and select the corresponding rate from the new dropdown that appears. 6. Click **Save** to create the combined rate, or **Cancel** to discard the changes.
Once saved, the new rate will appear in the **Rates** list under **Accounting > Sales Tax**, displaying its name, associated agency, type, and percentage. ### See Also Keep exploring our platform by taking the next step: * [Cost Types](/documentation/accounting-configuration/cost-types): Define the categories used to classify job costs, such as labor, materials, equipment, subcontracts, and other direct expenses. * [Recurring Transactions](/documentation/accounting-configuration/recurring-transactions): Automate journal entries and expenses that repeat on a defined schedule. # Deposit The Deposit form in CrewCost allows you to record funds received into a specific account. Use this form to log incoming money, assign it to the correct destination account, and attribute each line item to a payee and source account. The **Deposit Amount** updates automatically based on the items added. ### Access the Deposit Form and Fill in the Essentials The **Essentials** section contains the required fields that identify the deposit. To open a new Deposit form, follow the steps below. 1. Click **+ New** in the top-right corner of any page. 2. Under the **Other** column in the dropdown menu, click **Deposit**. 3. Confirm or update the **Transaction date** field. It defaults to the current date. Click the calendar icon to select a different date. 4. Review the **No.** field. It is auto-populated with a sequential number. Edit it only if your workflow requires a custom reference number. 5. Click the **To Account** dropdown and select the destination account.
### Add or Remove Items and Fill In Additional Information The **Items** section is where you record each individual deposit line. Each line requires a payee, a source account, and an amount. Follow the steps below to add one or more items. 1. In the first item row, click the **Payee** dropdown and select a payer or payee from the list. The list shows vendors and agencies from your records. 2. Click the **From Account** dropdown in the same row and select the source account. You may also click **Create a new account...** at the top of the list if the account does not yet exist. 3. Enter the value in the **Amount** field for that row. The **Deposit Amount** in the top-right corner updates to reflect the total. 4. To add another line, click **+ New Item** (either the button in the top-right of the **Items** section or the dashed-border button at the bottom of the list. A new row appears.) 5. To delete an item, click the **trash icon** in the **Actions** column of the row you want to remove and click **OK** to confirm the deletion, or **Cancel** to dismiss the prompt without changes. 6. Type any relevant internal notes for this deposit in the **Notes** field. 7. Click **Save** in the bottom-right corner to save the deposit.
Once saved, the deposit is stored in CrewCost with the transaction date, reference number, destination account, and all line items recorded. ### See Also Keep exploring our platform by taking the next step: * [Connect Bank Accounts via Plaid](/documentation/accounting-configuration/connect-bank-accounts-via-plaid): Connecting your bank account through Plaid allows CrewCost to securely sync financial transactions directly from your financial institution. * [Manage and Match Bank Transactions](/documentation/accounting-configuration/manage-and-match-bank-transactions): Review, add, match, transfer, or exclude bank transactions automatically as needed. # Refund A refund in CrewCost allows you to return a payment previously received from a customer. Use this feature when a customer overpaid, a job was cancelled after payment, or a correction is required on a prior transaction. ### Access the Refund Form and Fill in the Details To open a new refund and complete the required fields before adding payments, follow the steps below. 1. Click **+ New** in the top-right corner of the dashboard. 2. Under the **Customer** column in the dropdown menu, click **Refund**. 3. Click the **Customer** field and select the appropriate customer from the list (e.g., Facebook, SolarWinds, Tesla). 4. Update the **Transaction date** field (defaults to the current date). 5. Update the **Posting period** field (defaults to the current month). 6. Update the **No.** field, which assigns a sequential number to the refund.
### Add a Payment and Complete the Refund After selecting a customer, add the payment to be refunded. Once the payment has been added and the refund amount is reflected correctly, finalize the record. 1. Click either the **Payment** button or the **+ Payment** button to open the **Payments** modal for the selected customer. 2. Check the checkbox next to the payment you want to refund. 3. Click **Add** to attach the selected payment to the refund. 4. Review the **Refund Amount** displayed in the top-right of the form to confirm it matches the expected value. 5. Optionally, enter any relevant information in the **Notes** field under **Additional Details**. 6. Optionally, attach supporting files by clicking or dragging into the upload area (accepted formats: **png**, **jpg**, **jpeg**, **pdf**; maximum size: 10 MB per file; maximum attachments: 10). 7. Click the final save or submit button to record the refund.
Once all required fields are filled and the refund is confirmed, you will be automatically redirected to the main Dashboard, and a message will pop up at the top of the page confirming the value to be refunded to the customer. ### See Also Keep exploring our platform by taking the next step: * [Recurring Transactions](/documentation/accounting-configuration/recurring-transactions): Automate journal entries and expenses that repeat on a defined schedule. * [Create an Invoice](/documentation/daily-workflows/accounts-receivable/create-an-invoice): Bill customers accurately, track outstanding amounts, and maintain organized financial records. # Resources & Training
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# Video Library To support users who prefer visual learning, there is a dedicated [YouTube channel](https://www.youtube.com/@CrewCost/videos) with how-to videos and organized playlists covering key product topics. \ \ These videos demonstrate features such as accounts receivable, accounts payable, job creation, and approval workflow setup. Users can consult this channel to watch step-by-step explanations, making it easier to understand and apply the platform’s functionality alongside the written documentation. ### Tutorials Watch our video tutorials for a step-by-step look at these processes. ### Product Overview & Demos Videos that explain what CrewCost is and show the platform at a high level. [CrewCost Construction Accounting Software ](https://www.youtube.com/watch?v=uuYgrrxg5a8) [CrewCost Construction Accounting Software Demo | Built for Growing General Contractors](https://www.youtube.com/watch?v=D4rr8I25rBk) [Why We Started CrewCost | Construction Accounting Software for Emerging Contractors](https://www.youtube.com/watch?v=EHadewPPAsI) #### Accounts Payable Tutorials Here you will learn how to manage bills, expenses, subcontract costs, purchase orders, retainage, and approval workflows to keep your accounts payable process organized and accurate in CrewCost. [Pay a Bill in CrewCost ](https://www.youtube.com/watch?v=mHHuB_-27AU)\ \ [Create an Expense in CrewCost ](https://www.youtube.com/watch?v=-Jtf-jgCz_k)\ \ [Create a Subcontract Bill in CrewCost ](https://www.youtube.com/watch?v=4CM8XEDCOVY)\ \ [Create a Purchase Order in CrewCost ](https://www.youtube.com/watch?v=vT4b8vp32-o)\ \ [Create a Subcontract in CrewCost ](https://www.youtube.com/watch?v=d6SZzSgtFwA)\ \ [Process a Retainage Release in CrewCost ](https://www.youtube.com/watch?v=4A2srQuKmX8)\ \ [Set Up Bill & Expense Approval Workflows in CrewCost ](https://www.youtube.com/watch?v=GWBVScweT5w)
#### Purchase and Estimate Tutorials Here you will learn how to work with estimates and purchasing, including creating jobs and purchase orders directly from estimates and managing billing against purchase orders. \ [Create a Job from an Estimate in CrewCost](https://www.youtube.com/watch?v=08ACJYfVz0g)\ \ [Create a Purchase Order from an Estimate in CrewCost](https://www.youtube.com/watch?v=AFACIu_TKgE)\ \ [Create a Purchase Order Bill in CrewCost | Bill Against a PO](https://www.youtube.com/watch?v=DXllM7vMq5A)
#### Accounts Receivable Tutorials Here you will learn how to manage customer billing, including creating invoices, retainage invoices, and standard AIA progress invoices in CrewCost.\ \ [Create an Upstream AIA G702/G703 Progress Invoice in CrewCost](https://www.youtube.com/watch?v=_ejK2HhEyhI)\ \ [Add a Customer in CrewCost ](https://www.youtube.com/watch?v=fdNjRtsxrLo) [Create an AR Retainage Invoice in CrewCost ](https://www.youtube.com/watch?v=K7nZOBf7lHk) #### Educational Content (Construction Accounting & Finance) Videos focused on teaching accounting, finance, and business concepts for construction companies, independent of the software.\ \ [ Use a WIP Report in Construction: Avoid Cash Crunches & Bonding Nightmares](https://www.youtube.com/watch?v=tww-Y73MlzY)\ \ [Understand Your Cashflow Statement with CPA Luke Boyenger](https://www.youtube.com/watch?v=CZRS60PntvM)\ \ [Break Even Analysis for Construction Companies | Grow Your Construction Business](https://www.youtube.com/watch?v=yKY4rSkNXY4)\ \ [Job Costing to Find Your Best Customers | Grow Your Construction Company](https://www.youtube.com/watch?v=R3ku25Zv0x0)\ \ [Cost Forecasting Done Right - Stop Using This Broken Formula | Grow Your Construction Business](https://www.youtube.com/watch?v=3iLiWnl75Ns)\ \ [The mother of all lagging indicators = NET PROFIT](https://www.youtube.com/watch?v=aD4uFUXstYQ) #### Thought Leadership & Expert Interviews Videos featuring industry experts, CPAs, CFOs, or consultants sharing insights and best practices.\ \ [Business Budgeting for GCs | Grow Your Construction Business](https://www.youtube.com/watch?v=tUJjg59sOEQ)\ \ [More Revenue Does Not Equal More Profit | Grow Your Construction Business](https://www.youtube.com/watch?v=JgMfsVi8PfE)\ \ [Should You Buy or Rent New Equipment? | Grow Your Construction Business](https://www.youtube.com/watch?v=g4pMu6576rA)\ \ [Avoid Going Broke While Making a Profit | Accounting for Construction](https://www.youtube.com/watch?v=jO3teXPN624)\ \ [Build a Profitable Subcontracting Business ](https://www.youtube.com/watch?v=b5SCyMUFlOs) #### Construction Business Growth & Strategy Videos focused on leadership, hiring, retention, and operational growth. [Why Construction Businesses Stall](https://www.youtube.com/watch?v=8fJruOQDT2M)\ \ [How to Make Your Best Employees WANT to Stay](https://www.youtube.com/watch?v=RW6z9Dyt6Dg)\ \ [Implement Leadership Training That Works for Construction Companies](https://www.youtube.com/watch?v=tgb6isT59dM)\ \ [Find and Hire More Qualified Employees in Construction](https://www.youtube.com/watch?v=j5i_3srdlIg) #### Software Comparison & Market Education Videos that compare tools or explain what to look for when choosing software. [Top 5 Construction Accounting Software 2025 | CrewCost, Sage, Foundation, ComputerEase & QuickBooks](https://www.youtube.com/watch?v=VK_GNw8a-Ws) [5 Features Your Construction Accounting Software MUST HAVE](https://www.youtube.com/watch?v=OWrLgFHa8uA) Whether you prefer reading or watching, these videos are here to help you get the most out of CrewCost at your own pace. ### See also Keep exploring our platform by taking the next step: * [Training and Certification Portal](/documentation/resources-and-training/training-and-certification-portal): Information on the structured learning modules and certifications available for partners and implementation firms (combining reading, video, and testing). * [Manage vendors:](/documentation/vendor-management/manage-vendors) Keep learning and see how to create and maintain vendor profiles, contact information, and payment preferences. # Training and Certification Portal Coming soon! # Manage vendors