Jobnix resources
Job Cost Sheet Template for Tradespeople and Contractors
Direct answer: A job cost sheet compares estimated and actual labour, materials, subcontractors, equipment, fees and overhead for one job. It should also record the accepted scope, quoted price, approved changes, invoiced total and variance notes so a tradesperson or contractor can improve the next similar quote using completed-job evidence.
Estimated-versus-actual job cost sheet
Copy these columns into a spreadsheet or job record. Keep category names consistent before and after the job so each variance has a clear meaning.
| Cost line | Estimated | Actual | Variance |
|---|---|---|---|
| Labour | Planned hours, crew size and internal labour cost | Actual hours and labour cost | Actual minus estimated |
| Materials | Supplier prices, quantities, delivery, waste and allowances | Invoices, returns, delivery and substitutions | Actual minus estimated |
| Subcontractors | Quoted packages and assumed scope | Approved subcontractor invoices | Actual minus estimated |
| Equipment and access | Hire, plant, scaffold, parking and access allowances | Actual hire days and access costs | Actual minus estimated |
| Permits or fees | Known permit, inspection or disposal fees | Fees actually paid | Actual minus estimated |
| Overhead allocation | The business method used to allocate indirect costs | Allocated overhead for the completed job | Actual minus estimated |
| Approved changes | Zero before approval, or an agreed provisional amount | Approved additions and credits | Actual approved change total |
| Customer total | Quoted or estimated price | Invoiced total after approved changes | Invoiced minus quoted |
How to review a completed job
- Copy the accepted scope, customer, site and quote or estimate reference into the cost sheet.
- Record estimated labour, materials, subcontractors, equipment, fees and overhead before work starts.
- Update actual hours and costs from timesheets, receipts, supplier invoices and subcontractor records.
- Record approved scope changes separately instead of hiding them inside the original allowance.
- Compare estimated cost, actual cost, quoted price and invoiced total.
- Write a short variance note and use it when pricing the next comparable job.
Practical accounting caveat
This template is a practical costing record, not accounting or tax advice. Overhead allocation, labour-cost treatment, sales tax, VAT and deductible costs depend on the business and jurisdiction. Use one documented method consistently and confirm the accounting treatment with a qualified bookkeeper or accountant.
Related estimating and invoicing resources
Frequently asked questions
- What should a job cost sheet include?
- A job cost sheet should include the job reference, accepted scope, estimated and actual labour, materials, subcontractors, equipment, fees, overhead allocation, approved changes, quoted price, invoiced total and variance notes.
- What is the difference between estimated and actual job cost?
- Estimated job cost is the internal forecast used before quoting. Actual job cost is the labour, materials and other cost recorded after or during the work. Comparing them shows which assumptions need to change on future jobs.
- Should a customer receive the job cost sheet?
- Usually the job cost sheet is an internal business record. The customer should receive the agreed quote or estimate, approved changes, invoices and payment records rather than the contractor's internal overhead and profit calculations.
- How should approved changes appear on a job cost sheet?
- Record each approved addition or credit separately, link it to the written approval and update both the expected cost and customer total. This keeps scope changes distinct from estimating errors or unapproved work.
- Can Jobnix replace a job cost sheet?
- Jobnix connects quotes or estimates, scope, customer approval, deposits and invoices. A job cost sheet complements that workflow by comparing the internal estimated and actual costs behind each accepted job.