Jobs and Projects

Organize income and expenses per job or project

Updated over a week ago

To pay a vendor that works for you on several projects you would traditionally register a transaction with one account being credited and several debits for the different jobs. Since there is on Bkper one from: account and one to: account, this traditional approach cannot be applied. Therefore controlling jobs and project income and or expenses needs to be organized at a different level, such as books, accounts and groups or with #hashtags.

  • Create a book per job
    Since there is no limitation on the number of books you can create or access on Bkper. You can create a new one for each project by copying a template with the right chart of accounts, and rename it to the new project. Interesting about this approach is that you can share the book with the customer or project team members so they are aware of the next bill that is coming up or the financial progress of a project.

    To consolidate several project books in one general ledger, you can use the Bkper Subledger Bot that rolls up the jobs income or expenses in to a single account on the General ledger.

    This approach is interesting when working with projects that have a large volume of movements and can almost be handled separate entities.

  • Create one book and create accounts per job and group those together
    For example: on the incoming side (green) you have the accounts Services_JobA and Services_JobB. On the expense side (red) Transport_jobA, Materials_JobA and Transport_jobB and Materials_JobB.

    Group these to Expenses_JobA (red) and Expenses_JobB (red) to get total expenses per job.

    Group incoming and outgoing per job together to Result_jobA (gray) and Result_JobB(gray) to see the results of each Job.

    This approach is interesting when jobs do not change so often and the volume of tx per job or project is, lets say, more controllable. Think for example of departments or product lines that you want to map their results.

  • Use Job hashtags (#jobA, #jobB) on your descriptions
    Hashtags on Bkper are searchable and will give you an instant overview of expenses made per job. You would record transactions like:
     02/07 200 ProviderX(yellow) >> Materials(red) #jobB
     02/06 160 ProviderX(yellow) >> Materials(red) #jobA

    Important to remember is that Bkper does not track balance values of hashtags. This has the implication that you cannot directly consult the result of a job by its hashtag. You'd have to fetch all the transactions and sum credits and debits to get to the result.

    This is approach is interesting when the volume of tx per job is small and there is no real need to report results per job or project.

Did this answer your question?