Job costs and profit
Quoted cost vs actual cost: a weekly job review
Compare quoted cost with actual cost using the same scope and categories.
The short answer
Compare quoted cost with actual cost using the same scope and categories.
Compare quoted cost with actual cost using the same scope and categories. Separate an estimating error from an agreed addition. Otherwise you may judge a changed job against a budget for work the customer no longer wanted.
Explore the wider job costing and profit guides for the steps around this decision.
A weekly variance template
| Category | Quoted allowance | Actual assigned cost | Difference to explain |
|---|---|---|---|
| Labour | [person-hours and rate] | [recorded hours and rate] | Scope, waiting or estimate |
| Materials | [quantity and basis] | [used quantity and basis] | Specification, extra or waste |
| Equipment/travel | [defined allowance] | [consistent allocation] | Missing or changed input |
| Agreed additions | [separate revision] | [addition’s costs] | Compare against its own scope |
Include missing cost inputs as unknown rather than zero. Record whether the job is finished before treating the actual total as final.
An illustrative labour difference
A quote allows six person-hours; the completed job records eight at the same EUR 30 illustrative rate. Labour cost moves from EUR 180 to EUR 240, a EUR 60 difference. Investigate why: a requested extra, a poor survey and avoidable waiting suggest different actions.
Turn findings into a correction
Update the price-book assumption where repeated evidence supports it. Improve approval or materials planning when the gap came from that process. Do not raise every customer’s price because one exceptional job took longer.
JobDiary’s connected quote, job and cost record supports the review. This page does not claim an automatic variance report unless the current product demonstrates it. A manual table is sufficient when the underlying records and definitions are reliable.
Connect this to the next step
Continue with How to price travel and non-billable time into jobs. If the next issue is elsewhere in the workflow, use How to build a price book for a small trades business.
See JobDiary job costing to check how the product supports this work. Use the current product description and a trial to verify the fit for your business.
Sources and scope
Source scope reviewed on 1 October 2026. Worked examples are illustrative; they are not market averages or customer results.
When it is in JobDiary.
The method above is the point. This is what it looks like when the diary is doing it for you.
See how it works| Time | Job | Status |
|---|---|---|
| 08:30 | 7 The GreenMow, edge, hedge | Done |
| 09:15 | 23 Seabury DriveMow, weed | Done |
| 10:00 | 9 Brookfield LawnMow, feed | In progress |
| 11:05 | 12 Castle ParkMow, hedge rear | Next |
| 12:00 | 31 Church RoadMow | Scheduled |
| 13:15 | 18 The RiseMow, edge, bins out | Scheduled |
Product screens use demonstration data.
What this guide is based on
JobDiary was developed around a real Co. Louth trades operation with2 vans and live business records since 2025. This guide provides an editorial framework; worked examples are illustrative. Product screenshots use demonstration data.
