Understanding and Using the Progress Page in Ontraccr

📊 Understanding and Using the Progress Page in Ontraccr Overview
 

The Progress page in Ontraccr provides real-time visibility into actual costs incurred on a project — flowing in from submitted forms, time tracking, and invoice uploads.

It mirrors the structure of the Budget Tracking tab (cost codes, categories, and phases), but shows how actual spending is unfolding against your plan.

This is your live, up-to-date job costing view — giving both field and office teams the insight they need to stay on budget and make informed decisions.

🎯 What the Progress Page Shows

• A real-time snapshot of project costs across:
  • Labor
  • Material
  • Overhead
  • Equipment
  • Subcontracts
• Costs are organized by the same cost codes and phases used in your budget
• Live comparisons between estimated vs. actual spend
• Auto-populated from:
  • Timesheets
  • Uploaded invoices
  • Form submissions with cost allocations

🧩 Key Components of the Progress Page

🔍 Cost Summary (Top of Page)

Shows a live roll-up of all costs to date:

• Total Cost to Date
• Material Cost to Date
• Labor Cost to Date
• Overhead Cost to Date
• Equipment Cost to Date
• Burden Cost to Date
• Subcontractor Cost to Date

✅ These numbers update automatically as time cards, invoices, and forms are submitted.

📥 Upload Invoice Button

Click Upload Invoice to quickly enter vendor invoice details:

• Invoice Number
• Amount
• Description
• Vendor
• Issue & Due Dates
• Allocate to cost codes using Add Row

✅ Costs entered here will appear in the Material, Subcontract, or Overhead sections depending on the allocation.

💰 Display Billing Toggle

• Turns on a column showing potential billing value based on cost code billing rates (if set up)
• Lets you compare what you're spending vs. what you could charge

📤 Export Options

Use the three vertical dots at the top to:

• Export to Excel
• Export to PDF

✅ Useful for finance meetings, internal reviews, or client transparency.

🔧 How Actual Costs Are Populated

⏱️ Time Tracking Integration

Labor cost codes update automatically when users:

• Clock in/out using tablet mode
• Submit timesheets via forms
• Enter hours manually

All time entries tied to a project and cost code will be reflected in:

• Actual Hours
• Actual Spend (based on wage rate + burden)

✅ You don’t need to enter labor costs manually — just ensure time entries are properly coded.

📄 Forms and Update Cost Steps

Forms with the Update Cost workflow step can push costs into the Progress page:

• Labor
• Materials
• Equipment
• Subcontract entries

If no cost code is selected during form submission, the cost will appear as Uncategorized at the top of the page.

💼 Invoice and QuickBooks Integration

• Vendor invoices synced from QuickBooks (AP) also appear here
• If not fully allocated, they show up in the Uncategorized Invoice Costs section
• You can reallocate them manually by editing and assigning remaining balances to the correct cost codes

🧠 Special Features

🚨 Uncategorized Cost Warnings

If costs come in without cost codes (e.g., from QuickBooks or forms), they will appear as Uncategorized.

✅ Always review and allocate these to maintain clean reports.

🧾 History Tracking

Every line item in the Progress view has a History icon to show:

• Who updated it
• When
• Any attached documentation (invoices, photos, POs)

📈 Activity Progress (Manual Input)

Used for manually reporting % of work completed per cost code (not based on invoice or cost data):

• Helps project managers estimate how far along a task is
• Lets you compare actual cost spent vs. progress made
• Early warning if you’ve spent more than you’ve built

📦 Phased Cost Tracking

If you use Phases in your budget setup, the Progress page will also:

• Show breakdowns per phase
• Help you track costs per floor, stage, or section of the project

✅ Example Scenario

You’re managing a $2M commercial project:

• Crews submit daily time cards → labor costs appear in real-time
• Site supervisor uploads material receipts via a form → updates material cost codes
• Finance team uploads monthly invoices → updates subcontract spend
• You spot that framing is 80% complete but already at 95% of budget — you flag it early

With the Progress page, you get real-time cost visibility to keep the job profitable.

🚀 Summary

The Progress Page in Ontraccr gives you a real-time, cost-based dashboard of your project’s financial health.

It mirrors your budget but shows what’s actually happening — giving you the insight to act early, track accurately, and deliver under budget.