What Is a Job / Project?
In QBM, the terms Job and Project are used interchangeably. A Job/Project is a tracking container used to collect and analyse all related revenues, purchases, expenses, labour costs, materials, and activities under one reference.
This allows you to monitor performance for a specific customer project, contract, internal work, service case, or cost center - without mixing it with unrelated transactions.
Important: The Job / Project does not replace your normal sales, purchase, or expense process. It adds a tracking dimension so the same transaction can be analysed by project.
Enable the Job Module in Options
Before users can select a Job/Project in transactions, the Job module must be enabled in QBM Options. This is the first required step.
- Open Tools -> Options (or the Options tab in QBM).
- Go to the General tab.
- Locate the Job & Ordering section.
- Check Use Job.
- Optionally check Autogenerate Name/Number if you want automatic job numbering.
- Optionally check Mandate using job for expense entry to force job selection on expenses.
- Save the options.
Required first step: If Use Job is not enabled, users will not be able to select Job / Project in transactions, and job-based tracking/reports will be incomplete.
| Option | Description |
|---|---|
| Use Job | Main switch that activates Project / Job usage in QBM. |
| Autogenerate Name/Number | Automatically generates a job/project identifier when creating a new job. |
| Mandate using job for expense entry | Requires the user to choose a Job when recording expenses to avoid unassigned costs. |
| Use order reserving system | Related ordering/reserving setting that may be used in businesses tracking items/jobs together. |
Creating a New Job / Project
To create a new Job/Project, go to Company -> Jobs -> Job or open Job List and click New.
The Job form is organized into tabs. Start from General, then use the other tabs as the project progresses.
- Enter Name/Number (main job/project identifier).
- Enter optional Number and Description.
- Fill Job Extra fields if used by your business (Code, Site, Sector, Plot).
- Select Job Type, Group, Manager, and Location as needed.
- Link the Customer (Single or Multiple).
- Set Start Date, Due Date, Status, and % Complete.
- Enter Estimated Revenues and Estimated Expenses if you want budget comparison reports.
- Save the Job / Project.
Recommendation: Create the Job/Project before entering related sales, purchases, or expenses, so users can assign transactions correctly from the beginning.
Job Form Tabs & Fields
Tabs in the Job Form
| Tab | Purpose |
|---|---|
| General | Main setup of the job/project (identity, customer, dates, status, estimates). |
| Analysis | Automatic financial analysis of revenues, purchases, expenses, labor, and materials assigned to the job. |
| Activities | Tasks, reminders, follow-ups, meetings, and scheduling related to the job. |
| Documents | Attach and track supporting documents for the job/project. |
| User Defined | Custom fields defined by your company for additional tracking. |
General Tab (Typical Fields)
| Field | Description | Required |
|---|---|---|
| Name/Number | Main identifier used to select and report the job/project. | Usually Yes |
| Number | Secondary job number (may be manual or generated, depending on setup). | No |
| Description | Short description of the project scope. | No |
| Inactive | Marks the job as inactive to hide it from normal selection lists while preserving history. | No |
| Job Type | Category used for filtering and job type profitability reports. | No |
| Group | Grouping used for grouped analysis and reporting. | No |
| Manager | Responsible employee or manager. | No |
| Location | Project location or internal branch/location link. | No |
| Customer (Single/Multiple) | Link one customer or mark the job as serving multiple customers. | Recommended |
| Start Date / Due Date | Planned dates used for operational tracking. | Recommended |
| Status | Current state of the project (for example, Not Started / In Progress / Completed). | Recommended |
| % Complete | Manual progress indicator for project monitoring. | No |
| Est. Revenues / Est. Expenses | Budget values used in estimates vs actuals reporting. | No |
| Reference / Note | Additional remarks and external references (contract no., site reference, etc.). | No |
Analysis Tab (How Tracking Works)
The Analysis tab is the core of Project / Job tracking in QBM. It automatically collects data from transactions that were saved with the selected Job/Project.
The system separates job-related transactions into analysis categories so you can quickly review project performance.
| Analysis Tab | What It Shows | Typical Source |
|---|---|---|
| Revenues | Income and sales linked to the job/project. | Sales invoices, sales-related entries |
| Purchases | Purchases assigned to the job/project. | Purchase bills/orders and vendor transactions |
| Expenses | Direct expenses tagged with the job/project. | Expense entries, cheques, card charges |
| Labors | Labor/payroll-related allocations to the job/project. | Payroll / labor transactions (where applicable) |
| Materials | Material and inventory movements assigned to the job/project. | Transfer items to job / inventory-related assignment |
Typical Columns in Analysis Grids
| Column | Description |
|---|---|
| Account | Related account from chart of accounts. |
| Number | Transaction number / document reference. |
| Date | Transaction date. |
| Amount | Value assigned to the job/project. |
| Description | Transaction line description or memo. |
How it works: The Analysis tab is not entered manually. It is generated from transactions that were saved with the same Job / Project selection.
Activities Tab (Scheduling & Reminders)
The Activities tab lets users track operational tasks related to a project/job, such as follow-up calls, site visits, meetings, deadlines, and reminders.
- Open the job/project record and go to Activities.
- Click New to create an activity.
- Enter Subject and optional Location.
- Choose Category and Assigned To (if used).
- Set Start, End, and Due date/time.
- Optionally enable a Reminder and set recurrence for repeating tasks.
- Save the activity.
| Activity Field | Purpose |
|---|---|
| Subject | Title of the activity/task. |
| Location | Place of activity if applicable. |
| Category | Type (To Do, Meeting, Call, etc.). |
| Assigned To | Responsible user/employee. |
| Start / End / Due | Time scheduling and due control. |
| Reminder | Pop-up reminder before due time. |
| Recurrence | Repeat activity on a schedule. |
Best use: Track project milestones and follow-ups directly inside the job record so operational and financial tracking stay together.
Documents Tab
The Documents tab allows users to keep job-related files and references together with the project record. This can include contracts, approvals, drawings, photos, invoices, permits, site documents, or any related file.
Keeping documents inside the job/project improves traceability and reduces the need to search across folders or emails when reviewing project history.
Operational benefit: The Documents tab complements the Analysis tab - financial records and supporting documents can be reviewed from the same job/project screen.
Assigning Job in Transactions
Once Use Job is enabled in Options, users can assign a Job / Project in transactions. This assignment is what feeds project analysis and reports.
Project and Job are the same. If a form shows a Job field, that is the same as selecting a project for tracking.
Where Job / Project Can Be Assigned
| Module | Examples | Notes |
|---|---|---|
| Sales | Sales invoices, quotes, orders, receipts (depending on workflow/form) | Used to track project revenue |
| Purchases | Purchase orders, vendor bills / purchases | Used to track project procurement |
| Expenses | Expense entry, cheque, card/expense transactions | Can be made mandatory via Options |
| Accounts | Journal entries (Job column/field where available) | Useful for adjustments and allocations |
| Payroll / Labor | Payroll/labor allocation entries (where used in your setup) | Feeds Labor analysis |
| Inventory | Transfer Items to Job / material allocations | Feeds Materials analysis |
| Field Services / Service Requests | Service requests linked to Job | Operational link to project work |
Rule of thumb: If a transaction belongs to a project, always select the Job before saving. Missing job selection means the amount may not appear in job reports.
How Project / Job Works in QBM
QBM project/job tracking works by attaching a Job reference to transactions. QBM then aggregates those transactions for analysis and reporting.
1) Enable Job module
Turn on Use Job in Options. Without this, job selection is unavailable.
2) Create the Job / Project
Define project identity, customer, dates, estimates, and status.
3) Assign Job in transactions
Select the same Job in sales, purchase, expense, journal, payroll, and inventory-related entries.
4) Review Analysis tab
QBM automatically classifies values into revenues, purchases, expenses, labor, and materials.
5) Run Job reports
Use the Jobs reports menu for profitability, cash flow, purchases, sales, expenses, and grouped analysis.
6) Improve accuracy
Use mandatory job entry on expenses and review "not assigned" reports to catch omissions.
Common issue: If users forget to assign the Job in transactions, the project/job financial picture will be incomplete even if the transaction exists in QBM.
Reports (Jobs)
QBM includes a broad set of reports for Project / Job tracking. These are typically available under:
The exact list may vary by edition/setup, but the following reports are commonly used and were identified from the provided QBM screens.
Cash Flow Reports
Cash Flow by Job Summary
Summary of inflow/outflow by project/job for quick overview.
Cash Flow by Job Detail
Detailed cash movement entries linked to each job/project.
Profitability Reports
Job Profitability Summary
Revenue versus costs by project/job in summarized format.
Job Profitability Detail
Detailed profitability breakdown for each job/project.
Consignment Profitability Summary
Summary profitability report for consignment-related jobs.
Consignment Profitability Detail
Detailed consignment profitability by transaction/job.
Job Type Profitability Summary
Profitability grouped by job type category.
Job Type Profitability Detail
Detailed profitability analysis by job type.
Estimates vs Actuals
Job Estimates vs. Actuals Summary
Compares budgeted revenues/expenses with actual project results.
Job Estimates vs. Actuals Detail
Variance details between estimate and actual values.
Financial Statement & AR Reports
Accounts Receivable Job Summary
Outstanding receivables grouped by job/project.
Balance Sheet by Job
Balance sheet view filtered by project/job.
Profit & Loss by Job
Income statement for job/project performance.
Profit & Loss by Job (Grouped)
P&L rolled up by job groups for comparison.
Inventory Flow Reports
Inventory Flow Summary
Summary of materials/items assigned and moved in job tracking.
Inventory Flow Detail
Detailed item-level movement and job assignment records.
Job Group Reports
Job Group Profitability Summary
Summary profitability by job group.
Job Group Profitability Detail
Detailed profitability records by job group.
Profit & Loss by Job Group
P&L report consolidated at the job group level.
Purchase Reports by Job
Purchases by Job Summary
Summarized purchases assigned to each project/job.
Purchases by Job Detail
Detailed purchase transactions by job.
Purchases by Job Group Summary
Summarized purchases grouped by job groups.
Purchases by Job Group Detail
Detailed purchase lines grouped by job groups.
Vendor Transactions
Vendor-side transactions filtered/analyzed by job assignment.
Sales Reports by Job
Sales by Job Summary
Sales totals by project/job.
Sales by Job Detail
Detailed sales lines and documents by job.
Sales by Job and Item Summary
Summarized sales by job plus item/product dimension.
Sales by Job and Item Detail
Detailed item-level sales by project/job.
Expense Reports by Job
Expenses by Job Summary
Expense totals by project/job.
Expenses by Job Detail
Detailed expense lines assigned to each job/project.
Expenses Not Assigned to Jobs
Audit report to find expense transactions missing job assignment.
Additional Job Reports / Lists
Job List
Printable or review list of jobs/projects with key details.
Customer Open Orders by Job
Open customer orders linked to jobs/projects.
Sales Quotes
Sales quotes related to project/job tracking.
Open Purchase Orders
Pending/open purchase orders assigned to jobs.
Connected Modules
Job / Project tracking is cross-functional in QBM. It can be used across operational and accounting modules so the full project picture is available in one place.
Best Practices
Enable "Use Job" before rollout
Make sure the option is enabled before training users or entering project transactions.
Create job first, then transact
Set up the project/job before entering related sales, purchases, and expenses.
Use Job Types and Groups
These improve filtering and unlock better grouped profitability reports.
Enter estimates early
Estimated revenues and expenses make budget-vs-actual reports more useful.
Mandate expense job assignment
Use the option to require job in expenses if missed allocation is common.
Review "Expenses Not Assigned to Jobs"
Use this report periodically to find and correct missed job tagging.
Use Activities for milestones
Track deadlines and follow-ups inside the job record, not in separate notes.
Use Documents tab for proof
Keep contracts, approvals, and project files attached to the job record.
Close with status + inactive
When completed, update status and mark inactive to keep lists clean.
Train users on "Project = Job"
Use consistent terminology so staff understand that both terms refer to the same feature.
Frequently Asked Questions
Is Project different from Job in QBM?
No. In QBM, Project and Job are the same concept.
Why is the Job field not showing in transactions?
Usually because Use Job is not enabled in Options -> General -> Job & Ordering.
Do I need to enter data manually in the Analysis tab?
No. The Analysis tab is automatically populated from transactions assigned to the job/project.
Can job be used in sales, purchase, expenses, and journal entry?
Yes. Job/project can be assigned across major transaction modules such as sales, purchases, expenses, accounts (journal entries), and also payroll/labor and inventory-related flows where applicable.
How can I find expenses that users forgot to assign to a project?
Use the Expenses Not Assigned to Jobs report under Job reports.
Can I keep completed jobs for history without showing them in drop-down lists?
Yes. Mark the job/project as Inactive after completion. Historical reports remain available.