Daily Operator Guide: Managing Job Ticket Financials

The Job Financials panel is the financial heartbeat of every ticket. If your company has Sync Job Financials active, this panel acts as a live, automated calculator. It instantly compares your Internal Cost against the Customer Sale Price to give you real-time profit margins as the job progresses.

 

This guide explains how to read the financial breakdown, how to manage time records, and how to use the "Smart Toggles" for special billing scenarios.

1. Understanding the Financial Breakdown

The panel is divided into two primary columns: Sale (what the customer pays) and Cost (what the business pays). If the automation engine is running, most of these boxes will have a grey background, indicating they are safely locked and being calculated by the system.

 

• Job: Displays any Fixed Prices, Callout Fees, or Quoted values.
• Parts: The total value of all van stock, materials, and custom-ordered purchase orders used on the ticket.
• Labour: The value of the engineer's time spent on-site.
• Travel: The value of the engineer's time spent driving to the site.

The "Adjust" Row (Manual Entries)

Unlike the automated fields above it, the Adjust row is always open for manual typing. It allows you to add specific monetary values to the ticket without messing up your automated parts or labour tracking.

 

• Adjust Sale (Left Box): Use this to add miscellaneous charges to the customer's invoice.
  • Scenario - Surcharges: You need to pass on a £15 ULEZ charge, a parking fee, or a special equipment hire fee.
  • Scenario - Discounts: You want to give the customer a £50 discount. Simply type a negative number (e.g., -50.00) and the system will deduct it from the final sale total.
• Adjust Cost (Right Box): Use this to log "hidden" internal expenses that eat into your profit margin but are not billed to the customer.
  • Scenario: The engineer had to pay £10 for parking out of pocket. By entering 10.00 into the cost box, your live Profit tracker will instantly recalculate to reflect that internal expense, ensuring your P&L reporting stays 100% accurate.

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2. Editing Time Records (Labour & Travel)

The automated Labour and Travel values are driven directly by the booking times on the ticket: Travel Start, On Site (Booked Start), and Left Site (Booked End).

 

If you need to manually adjust the time an engineer spent on a job (for example, if they forgot to clock out and tracked 14 hours), you can edit these time fields directly on the booking. Once saved, the financials panel will instantly recalculate.

Permissions Required

Time editing is strictly controlled to preserve data integrity. You will only be able to click and edit these time fields if:

 

• The global Allow Time Edits setting is switched on for your company.
• Your specific user profile has the necessary security permissions to override times.

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3. The "Smart Toggles" (Scenario Billing)

At the bottom of the financials panel, you will see a series of checkboxes. These are "Smart Toggles" that allow you to override standard billing for specific scenarios.

 

Note: The system is designed to only show you toggles that are relevant. If a toggle is missing or greyed out, it means that scenario doesn't apply to the current job (e.g., you won't see the Quote toggle if no quote exists).

✅ Chargeable (The Master Switch)

Scenario: You are attending a warranty recall, or the manager has authorized this job as a free goodwill gesture.

What it does: Unticking this box instantly forces the total Sale Price to £0.00, making the job entirely free for the customer. However, the system intelligently continues to calculate the internal Cost column so your business can track how much the warranty recall cost the company.

✅ Manual / Offline Job

Scenario: The engineer forgot their mobile device, their battery died, or the job is being added to the system retrospectively after it was already completed.

What it does: Bypasses the requirement for the engineer to physically clock in/out on the mobile app. Instead, the system calculates the financial values based strictly on the Scheduled Start and End times booked by the office.
*This toggle will automatically hide itself if the engineer successfully uses the app, preventing accidental overwrites.

✅ Use Quote Price

Scenario: You initially quoted the customer £500 for a repair. The engineer took longer than expected, and standard Time & Materials would normally bill them £650.

What it does: Checking this box overrides the standard hourly calculations and locks the Sale Price to exactly what was quoted. It zeroes out the individual Labour and Parts sale boxes to ensure the customer isn't accidentally double-billed, while preserving your actual internal costs.

✅ Use PO Part Price

Scenario: The office had to special-order a bespoke part for this job and raised a Purchase Order (PO) in the system.

What it does: Automatically pulls the value of that specific Purchase Order onto the job ticket, applies the correct customer markup (High or Low), and adds it to the Parts Sale total.

✅ Sub Contractor Cost

Scenario: You hired an external subcontractor (e.g., a scaffolding company or specialist electrician) to assist with the job and raised a PO for their services.

What it does: Pulls the subcontractor's PO value securely into the Job Cost box, ensuring their invoice to you is tracked accurately against your final profit margin.

✅ Override Sale Price

Scenario: You have a commercial dispute with the client, or you need to manually negotiate the final invoice down to a flat figure.

What it does: Checking this box instantly unlocks all the grey, read-only Sale boxes on the ticket. You can now manually type in exactly what you want to charge for Labour, Travel, Parts, and the Job. The system will respect your manual inputs for the invoice while keeping the internal cost tracking locked and accurate.

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