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Old 11-20-2019, 11:25 PM   #1
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How do you keep track of what you use on time and material jobs?

I am looking at making up some sheets for the current company I am looking for but I need some ideas.

I know most of you probably use a notepad or a scrap piece of paper or your code book or van to write stuff down on, but I am looking to make them up to keep track of jobs including material, labour, permit costs, etc. for each visit to the job. The last company I worked for had the ones pictured (I removed their logo and their contact information), but I am not too fond of these. Something about the round corners. I know that the company that had these made wanted to change the template for them to add multiple choice boxes for things such as POCO, Permit, etc.

Do you guys use anything like these? The last company had them made up as 2 part NCR forms and had them signed by the owner before they left for the day. They also used them for invoices... Even though they are not individually numbered... Anyway.

I will be making up a template for these based off of your suggestions and ideas, so after this is all said and done I can provide the template for you (with a blank area for your company info and logo) to use as your own.

These are probably more suited to those who have employees.

Let me know what you think.

Thanks,
Kevin.
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Old 11-21-2019, 03:18 PM   #2
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You could probably get away with THESE
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Old 11-21-2019, 04:38 PM   #3
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We made our own "job tickets" with job name address etc, insp if required, most common items with our part numbers, job completed or multi trip, special equipment that tends to be forgotten. We did one type for resi work and another one for ag/industrial work. It really helps for sloppy handwriting,, part number entry.
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Old 11-21-2019, 06:09 PM   #4
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Despite having the ability to automate a lot of things, I still run paper "Project Forms". The base form covers off 90% of what we do. I have supplemental forms that get attached to the main form if I have more material than man hours or more man hours than material.

I don't mind sending you a copy to look at if you want.

Cheers
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Old 11-21-2019, 06:17 PM   #5
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My company uses time tracking software that they clock in and out with their phones. They are required to either type a list of materials and a description of labor in the notes or fill out a page in a notebook that i provide for them and attach a photo of that daily list in each job. When it comes time to bill a customer I have the time information, material lists and photos all organized neatly for each day and customer. Large long term jobs are easy to make a report and print all the information and of course it also transfers over to my invoice software so I never miss a thing.
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Old 11-22-2019, 01:37 AM   #6
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I bid all my service calls before hand. I seldom track the materials, although it would be pretty helpful in the long run to know how much and what you most times are using. I used to have to do that when I was working for others though. Every work day send in the days list of time and materials on each job.
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Old 11-22-2019, 11:50 AM   #7
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I bid all my service calls before hand. I seldom track the materials, although it would be pretty helpful in the long run to know how much and what you most times are using. I used to have to do that when I was working for others though. Every work day send in the days list of time and materials on each job.
How do you bid troubleshooting and service work where you don’t know what is wrong before you get there?
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Old 11-22-2019, 12:17 PM   #8
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How do you bid troubleshooting and service work where you don’t know what is wrong before you get there?
Simple formula: "My lights don't work". "ok, It is $200 first hour, after that it's $150/hour. I can come over and check that out and see what sort of problem you have and then we can take it from there with a quote if we have to go running wiring in addition to our 1st hour fee.
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Old 11-22-2019, 03:49 PM   #9
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So say hypothetically you get the agreement, and your tech goes and finds the breaker is bad and replaces it in that first hour. Is it still just 200 or do you add the cost of the breaker?

Or charge the 200 and then make another bid to replace the breaker?
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Old 11-22-2019, 09:06 PM   #10
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Originally Posted by The_Modifier View Post
You could probably get away with THESE
Not quite what I am looking for. Thanks Though.

Quote:
Originally Posted by tmessner View Post
We made our own "job tickets" with job name address etc, insp if required, most common items with our part numbers, job completed or multi trip, special equipment that tends to be forgotten. We did one type for resi work and another one for ag/industrial work. It really helps for sloppy handwriting,, part number entry.
I like the idea of have some pre-filled in part numbers/names. Makes sense for most scenarios. This is something that I would not have thought of.

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My company uses time tracking software that they clock in and out with their phones. They are required to either type a list of materials and a description of labor in the notes or fill out a page in a notebook that i provide for them and attach a photo of that daily list in each job. When it comes time to bill a customer I have the time information, material lists and photos all organized neatly for each day and customer. Large long term jobs are easy to make a report and print all the information and of course it also transfers over to my invoice software so I never miss a thing.
I've tried using some different apps for tracking my hours. Works great until my phone dies at around 2 or 3pm (sometimes earlier) before I am done work. Then it makes it pointless. Believe it or not, but I would prefer paper anyway. I may be in my 20's but I grew up using paper for everything.

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I bid all my service calls before hand. I seldom track the materials, although it would be pretty helpful in the long run to know how much and what you most times are using. I used to have to do that when I was working for others though. Every work day send in the days list of time and materials on each job.
The boss quotes some jobs, but others are time and material. It's the T+M jobs that I need to keep track of. Some are impossible to quote because they just snowball the job adding stuff every time you blink... Even some quoted jobs snowball with the client requesting extra things to be done. I'm only worried about tracking the T+M jobs. If I had it my way, I would have change order forms, forms for tracking T+M jobs, a copy of the quotes with me while doing it, and a bunch of other stuff. But I don't. I only do the work and I get to say call my boss to discuss this I just do what I am told.
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Old 11-22-2019, 10:13 PM   #11
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Simple formula: "My lights don't work". "ok, It is $200 first hour, after that it's $150/hour. I can come over and check that out and see what sort of problem you have and then we can take it from there with a quote if we have to go running wiring in addition to our 1st hour fee.

What's your success rate with those prices Mikey?
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Old 11-23-2019, 12:28 AM   #12
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So say hypothetically you get the agreement, and your tech goes and finds the breaker is bad and replaces it in that first hour. Is it still just 200 or do you add the cost of the breaker?

Or charge the 200 and then make another bid to replace the breaker?
For that - $200 plus breaker. Plus State excise tax. Plus Oahu county excise tax for the stupid Choo Choo train that we will never see completed, and anyhow it won't be going to Hawaii Kai so its a redistribution of wealth scam.
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Old 11-23-2019, 12:31 AM   #13
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I believe it might have been Flyboy who said no job is worth going to for any less than $250 minimum. I followed that advice but customer's stopped calling. So I dropped it to the $200 minimum and now I am flooded with work all the damn time. Weekends too if I am inclined. $$$$$$$$$$$$. But like I said, I only charge that way for troubleshooting jobs. For other work it's bid all the way. That pays even better.
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