Job Expense Checklist
Job Expense Checklist
Quick Summary
A job expense checklist helps contractors track project costs as they happen instead of trying to reconstruct expenses later. Consistent expense tracking improves job costing, billing accuracy, and profitability. This checklist is useful for subcontractors, foremen, project managers, office managers, and business owners.
When to Use This Checklist
- At the start of a new project.
- When materials are purchased for a job.
- When equipment is rented or used on site.
- During weekly project cost reviews.
- Before submitting customer invoices.
- During payroll and bookkeeping processes.
- At project closeout.
Before You Start
- Verify the correct project name and job number.
- Review the project budget and estimate.
- Identify cost categories that will be tracked.
- Confirm who is responsible for submitting expenses.
- Set procedures for receipt collection and storage.
- Verify vendor and supplier information is available.
- Review any approved allowances or contingency budgets.
Safety Checks
- Verify safety equipment purchases are assigned to the correct job.
- Track costs related to site protection and safety supplies.
- Document equipment inspections associated with rental costs.
- Verify damaged equipment costs are reported promptly.
- Track disposal fees for waste and debris removal.
Tools, Equipment, and Materials
- Expense tracking forms or software.
- Project budget and estimate documents.
- Purchase orders and work orders.
- Vendor invoices and receipts.
- Equipment rental agreements.
- Labor reports and time records.
- Mileage or fuel tracking records if applicable.
Job Expense Checklist
- Record all material purchases under the correct job number.
- Collect receipts for every project-related purchase.
- Verify vendor invoices match delivered materials or services.
- Track labor hours associated with the project.
- Document subcontractor costs and invoices.
- Record equipment rental charges.
- Track fuel, delivery, and transportation expenses.
- Document permit, inspection, or administrative fees.
- Record change order costs separately when applicable.
- Compare actual expenses against budgeted amounts.
- Identify unexpected costs and document explanations.
- Review open purchase orders and outstanding invoices.
- Verify all expenses are coded to the proper cost category.
- Confirm supporting documentation is attached to expenses.
- Complete a final expense review before invoicing.
Documentation Needed
- Project budget and estimate.
- Receipts for purchases and materials.
- Vendor and supplier invoices.
- Labor reports and payroll records.
- Equipment rental agreements and invoices.
- Approved change orders and supporting records.
- Expense review and approval records.
Common Mistakes to Avoid
- Waiting until project closeout to enter expenses.
- Losing receipts or supporting documents.
- Assigning costs to the wrong project.
- Failing to track small purchases and fuel costs.
- Ignoring budget overruns until the end of the job.
- Not separating change order costs from base contract work.
End-of-Day / Final Review
- All project expenses have been recorded.
- Receipts and invoices have been collected and organized.
- Labor and equipment costs have been updated.
- Budget variances have been reviewed.
- Outstanding invoices or receipts have been identified.
- Project expense records are ready for accounting review.
Checklist Completion
Project / Job Name
Jobsite / Location
Completed By
Role / Title
Completed Date
Completed Time
Signature
Reviewed / Approved By, if needed
Notes / Follow-Up Items
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