You can now track expenses and costs related to a job directly within a lead. This tool helps you better manage profitability by automatically calculating:
Total Revenue
Total Expenses
Gross Profit
Profit Margin
Whether you're quoting a job or sending an invoice, this feature gives you clear insight into your financialsākeeping everything clean, organized, and visible in one place.
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š Why This Feature Is Useful
With the Expenses & Costs feature, you can:
Categorize different types of job costs (e.g., Labor, Materials, Fuel, Tools, Subcontractors, etc.)
Input both fixed and dynamic costs
Instantly calculate job profitability
Keep financial data in one place, attached to each lead
Quickly review summaries at a glance
Itās the perfect way to stay on top of job budgets and maintain visibility over margins.
š Where to Find It
To access the Expenses & Costs tool:
Go to a lead file (this can be from Quick View or the full Lead view).
Click on the Payments tab.
Scroll down below Invoices to find the Expenses & Costs section.
ā How to Add an Expense
Click the + Add Expense button.
Enter the following:
Description (e.g. āMaterial deliveryā)
Amount (in $)
Date of the expense
Category (choose from predefined options like Materials, Tools, Fuel, etc.)
1. Click 'Add Expense' to add the expense to the lead.
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Each expense you add will be automatically reflected in your summary below.
š View Your Financial Summary
After adding expenses, your financial breakdown will appear. Click on 'Summary' to see:
š° Total Revenue (based on invoice total)
šø Total Expenses
š Gross Profit
š Profit Margin (%)
This lets you instantly understand the financial health of the job.
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š¬ Provide Feedback (Weāre Listening!)
Since this feature is in BETA, weād love your input!
Click the 'Give Feedback' blue button to share your thoughts directly with our team.
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ā Quick Summary
Feature | Benefit |
Add & categorize costs | Know exactly where your money is going |
Real-time profitability | See profit margin and gross profit instantly |
Organized lead view | Keep financials attached to each lead |
Feedback option | Help shape future improvements |
š” Pro Tip:
Use this tool consistently across all leads to maintain clean financial records and make better data-driven decisions for your business.
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š User Permissions: Who Can Access Expenses & Costs?
By default, only users with the right permissions will be able to see and interact with the Expenses & Costs section under a lead.
If you're an admin, you can easily control which users have access:
Go to Settings > Users.
Select the user you want to manage.
Under Permissions, look for the section related to Payments or Lead Financials.
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Enable access to Expenses & Costs.
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This allows you to give team members access based on their role, whether you want them to view only or add/edit cost details for each job.
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ā Tip: If a user canāt see the Expenses & Costs tab, check their permissions first.