Job costs and profit
How to attach material costs to the right job
Attach material costs to jobs with a work reference, quantity and consistent cost basis.
The short answer
Attach material costs to jobs with a work reference, quantity and consistent cost basis.
Attach material costs to jobs with a work reference, quantity and consistent cost basis. Buying material does not necessarily mean all of it was consumed by one job. Keep reusable stock and returns identifiable so the same item is not charged internally twice.
Explore the wider job costing and profit guides for the steps around this decision.
A material allocation record
| Field | Example |
|---|---|
| Purchase/receipt reference | SUP-001 |
| Material | Agreed planting item |
| Quantity acquired | 20 units |
| Quantity allocated to job | 12 units |
| Quantity retained/returned | 8 units, with location/outcome |
| Unit cost basis | Confirmed supplier cost on stated tax basis |
The structure is a suggested routine, not a claim of a particular automatic stock feature.
An illustrative allocation
If twenty units cost EUR 200 on the chosen basis, the unit cost is EUR 10. Twelve units used on a job allocate EUR 120; eight units remain EUR 80 of material to account for elsewhere. Check whether delivery or other costs are allocated separately.
Do not record both the full EUR 200 purchase and EUR 120 usage as costs of the same job. Likewise, do not omit a small material simply because it came from existing stock.
Reconcile the office and field record
The crew identifies what was actually used. The office matches it to supplier evidence and checks missing or returned quantities. Review unusual differences rather than changing the record to match the estimate automatically.
JobDiary includes material/inventory and job records. Verify the current allocation behaviour and report inclusions; keep statutory stock/accounting treatment with the appropriate accounting process. Clear references matter more than the number of stock fields entered.
Connect this to the next step
Continue with Quoted cost vs actual cost: a weekly job review. 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.
