Managing the Progress Tab in Ontraccr
📈 Managing the Progress Tab in Ontraccr (Real-Time Cost Tracking and Billing Insights) Overview
The Progress tab gives you real-time insights into your project’s actual costs versus your original budget.
It's your live dashboard to track labor, materials, overhead, equipment, and subcontractor expenses — making job costing and forecasting easier than ever.
🎯 Why Use the Progress Tab?
- See live costs flowing in from timesheets, invoices, and forms.
- Compare estimated vs. actual spend on every cost code.
- Upload invoices and allocate costs instantly.
- Monitor overruns early and take action.
- Export real-time data to Excel or PDF.
🛠️ How to Use the Progress Tab
📅 Filter by Date Range
- Use the Start Date and End Date filters at the top.
- Default view shows All Time data.
- You can focus on specific months, quarters, or billing cycles.
✅ Super useful for reviewing monthly costs!
📥 Upload Invoices Directly
- Click Upload Invoice (top of the Progress page).
- Fill out:
- Invoice Number
- Amount
- Vendor
- Description
- Issue Date and Due Date
- Allocate costs to specific cost codes using Add Row.
✅ Instantly links real-world vendor invoices to your project costs!
📤 Export Progress Data
- Click the three vertical dots (top right).
- Choose:
- Export to Excel
- Export to PDF
✅ Quickly generate reports for management or clients.
💰 Display Billing (Optional)
- Click Display Billing toggle if you’ve set billing rates per cost code.
- Adds a column showing potential billing amounts vs. actual costs.
✅ Great for comparing what you could charge versus what you’re spending!
🧩 What You See on the Progress Tab
🧾 Summary Metrics
Top section shows totals for:
- Total Cost to Date
- Material Cost to Date
- Overhead Cost to Date
- Labor Cost to Date
- Equipment Cost to Date
- Burden Cost to Date (auto-calculated from burden rates)
- Subcontractor Cost to Date
✅ Gives you a one-glance overview of project financial health!
📦 Detailed Sections
Below the summary, costs are broken down into sections:
| Section | What It Tracks |
|---|---|
| Subcontracts | Subcontractor spend and committed costs |
| Material Cost Codes | Estimated vs. Actual material costs |
| Overhead Cost Codes | Indirect project expenses |
| Labor Cost Codes | Employee labor hours and costs |
| Equipment Cost Codes | Usage and cost of assigned equipment |
| Phases (if used) | Costs broken down by project phase (e.g., Level 1 Framing) |
🧠 Special Features and Important Rules
🚩 Uncategorized Costs
- If costs flow in from integrations (like QuickBooks) or forms without a cost code, they show up as Uncategorized Costs at the top.
- You can reallocate invoices manually by clicking Edit and adding rows with proper cost codes.
✅ Keep your financials clean by categorizing costs properly!
🔥 Timesheets Auto-Update Labor Costs
- Approved or submitted time cards linked to a project automatically update labor costs.
- Timesheets update Actual Spend fields in real time.
✅ No manual data entry needed for labor costing!
📝 Manual Overrides
- You can manually update Actual Spend for any cost code if needed.
- Helpful for one-off adjustments or corrections.
📊 Activity Progress (Optional Manual Input)
- Track work progress (% completed) separately from costs.
- Compare:
- Work done vs. Budget spent
- Early warning if you’re over budget but under scope!
✅ Example Scenario
You're managing a $1.5M industrial project:
- Upload vendor invoices weekly.
- Monitor labor spend updating automatically from daily timesheets.
- Manually update equipment rental costs as they arrive.
- Catch that Material Cost Code for "Steel" is trending 10% over budget early.
You export a Progress report monthly for internal reviews — real-time, no guesswork!
🚀 Summary
The Progress Tab in Ontraccr keeps you connected to the true financial reality of your projects at all times — letting you track, analyze, and course-correct with confidence.