Bookkeeper / Accounting

Summarize job costing

  • Est. time saved45 min per batch
  • Works withCopilot · ChatGPT · Gemini
  • GroupRun the Shop
  • Ref.WO-0003

Part of kit: Owner weekly numbers review (step 2 of 5)

Never paste: Bank or card numbers, account logins, employee pay rates and SSNs, customer addresses or phone numbers, tax IDs, or financing applications.

When to use it

After a batch of installs or big repairs closes, to see which jobs made money.

The prompt

Copy this, then replace everything in [brackets].

Summarize job costing for these jobs.
Jobs: [job #, type (AC replacement, repipe, panel upgrade), sold price, equipment/material cost, labor hours x loaded rate, permit, subs, financing fee]
Target gross margin: [%]

Table with gross profit and margin per job, flag jobs under target, and give the likely reasons (labor overrun, material, discounting, financing fees). Plain English summary at the end.

Before / after

Before: Finding out at year-end that installs barely broke even.

After (example output):

| Job | Sold | Cost | GM % |
| 4410 AC replacement | $11,800 | $7,900 | 33% (target 45%) |
Under target: 4410. Labor ran 22 hrs vs 14 estimated, and a 9.99% financing fee wasn’t priced in.

Tips

  • Include financing fees and permits. They’re the usual hidden margin killers.
  • Paste totals and categories, not raw bank exports with account numbers.
  • The AI drafts and organizes. Your accountant or CPA signs off on anything tax-related.
  • Review every draft before you send it. You’re accountable for what goes out.