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4 connected spreadsheets that track your crew roster, weekly hours, job costs, and monthly profit. Your operating system until you outgrow spreadsheets.
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Crew cost is your number. What goes out with the invoice is a different document, and it never shows your cost.
One page a GC can follow: who was on site, how long, and what got done. Annotated to show why each part settles a question instead of starting one.
See the sample packetWork authorization, daily field report, change order log, and the labor backup sheet that goes out with the invoice. Excel and printable.
Get the 4 formsFour spreadsheets that work together to give you full visibility into labor costs, job profitability, and monthly P&L.
Your workers, their roles, hourly rates, and fully loaded costs. The fully loaded rate includes workers comp and burden (payroll taxes, benefits, admin overhead) -- this is your TRUE labor cost per hour. Most contractors underbid because they forget to include burden.
Copy this tab every Friday. Enter daily hours per worker, with columns for regular pay, overtime (anything over 40 hours), and total weekly labor cost. The four files download as separate CSVs, so the numbers are typed in and nothing crosses between them until you paste the sheets into one workbook — do that first if you want the rates to live in one place. In the first worker row, Weekly Total is =SUM(D7:J7), OT Hours =MAX(0,K7-40), Regular Pay =MIN(K7,40)*C7, OT Pay =L7*C7*1.5, and Total Pay =M7+N7.
One row per active job. Track estimated vs actual costs for labor, materials, and subcontractors. See variance, percent complete, and profit margin per job. This is where you catch job cost overruns before they eat your margin.
Revenue, cost of goods sold, gross profit, operating expenses, and net profit by month. Pull labor costs from Tab 2 totals and job costs from Tab 3. Review monthly to spot trends and catch problems before they compound.
If you pay a journeyman $42/hour, your actual cost is closer to $56/hour after workers comp (8-9%), payroll taxes (7.65%), and overhead. Bidding jobs at $42/hour means you are losing $14/hour per worker before you even account for materials and subs.
The Crew Roster tab has a column for it. Enter your workers comp rate and burden percentage, and put =C5*(1+D5+E5) in the Fully Loaded Rate column to turn them into your true cost. Use this number -- not the hourly wage -- when estimating job costs.
This dashboard works. But it has limits that grow with your crew:
FieldTimesheet replaces all 4 spreadsheets. One-tap mobile clock-in replaces paper timesheets. One-click QuickBooks sync replaces re-typing. Real-time job costing replaces last week's numbers. Use our overtime calculator to see how much your crew loses to missed hours each year.
A ZIP file with 4 CSV spreadsheets (Crew Roster, Weekly Hours, Job Cost Summary, Monthly P&L) plus a README with setup instructions. All files work in Excel and Google Sheets.
Rates from the Crew Roster feed into Weekly Hours. Weekly labor totals feed into the Job Cost Summary. Job costs roll up into the Monthly P&L. Update in that order: roster → hours → costs → P&L.
Your fully loaded rate includes workers comp, payroll taxes, benefits, and admin overhead on top of the hourly wage. It's your TRUE labor cost — typically 25-35% higher than the hourly rate. Most contractors underbid because they use the hourly rate instead.
Weekly Hours: every Friday. Job Cost Summary: weekly. Monthly P&L: monthly. Crew Roster: whenever rates change or you add/remove workers.
When copying the weekly hours tab every Friday becomes a bottleneck, when you're re-typing hours into QuickBooks, or when you need real-time job costing instead of last week's numbers. Most contractors hit that point around 10 workers.