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Line Items on Jobs

Build a job's estimate: items and groups, billable vs. actual, taxable flags, margins, discounts, and optional items.

The estimate is where a job gets its price. You group line items, mark each as billable and/or actual, and totals update live as you edit. The job's Estimate tab shows a read-only view with subtotal, discount, estimated sales tax, and total; click Edit estimate to open the editor.

Add items and groups

  • + Add Item opens the catalog picker. Pick an item and it lands as a line with the catalog's price, cost, and unit filled in.
  • + Add Item Group adds a bundled set of items from the Item Groups tab of the picker. A group carries its own quantity that scales its children, and groups from the catalog can be flagged Invoice as group (one line on customer documents) or Ratio Locked. Detach Group promotes the children to top-level rows.

Each line has an item, an optional description, Qty, Unit, Price, Cost, flags, and Margin. Rows can be reordered, grouped under named headings, or left in Ungrouped items.

Billable, actual, and taxable

Every line carries up to three flags, and they decide where the line shows up:

  • Billable — appears on the customer proposal and invoice and counts toward the estimate total.
  • Actual — appears on the work order and counts toward cost. This is the "work performed" side of the line.
  • Taxable — the line is included in the invoice's sales-tax calculation (see sales tax).

A line must be billable, actual, or both. Billable-only lines are pure revenue (a mobilization fee); actual-only lines are pure cost (crew labor you don't bill separately). Most material and service lines are both. At completion time you record the Actual qty used per line, which drives job costing without changing what the customer sees.

Margins

The Margin column shows each line's profit, interpreted by the account's markup mode: Cost Plus (profit as a percentage of cost) or Percentage (profit as a percentage of price). Switching modes only changes the displayed percentage — prices never change. The Update Margins button recomputes prices for every billable line in a chosen category or subcategory at a new margin, and a Subcategory Totals panel summarizes quantity, revenue, cost, and margin by subcategory as you build.

Discounts

Two ways to discount:

  • Percentage — turn on Discount enabled in the form's Discount section, enter Percent off and an optional description. It applies to the billable subtotal.
  • Flat amount — add a billable line item with a zero-or-negative price. Discount lines can't be marked optional.

On proposals, a line's Proposal level can be Included (locked in), Recommended (pre-checked when the client reviews the proposal), or Optional (unchecked by default). After acceptance, any decline-eligible items the customer didn't decide show a banner on the job — resolve them with Mark all accepted, Mark all declined, or Decide per item. Items left pending will not appear on the invoice.

Per-line details

Open a line's chevron to reach the per-row inspector, which holds an Operation override (for jobs that mix divisions) and Additional line item inputs — your company's line-item custom inputs.

Lines you can't edit here

An Actuals & Expenses section lists lines that were added from a Purchase Order or from a Visit. They count toward the job's totals and appear on documents, but are managed at their source — see link purchases to jobs.

Note: Jobs with the Fixed Invoice type use a two-panel estimate instead: a Work Estimate panel (what the crew does) and a Billables for Invoice panel (what the customer pays), with a Copy to Billables shortcut between them.