How to Track Project Financials?

Every project in Rentablez has its own financial view — one tab for costs, one for revenue, and a dedicated Financials tab that turns the two into a live profit picture. So at any point in a job you know whether it is making money or eating into your margin. Open a project from the Projects list and use the tabs across the top to get started.

How It Works

Rentablez tracks project money from two directions:

  • Automatically — revenue synced from linked orders and payments, and costs synced from maintenance (service & repair) records tied to the project.
  • Manually — anything that does not come from an order or maintenance record, such as a mobilization fee, a damage charge, transport, labor, or fuel, which you add yourself.

Both feed the same profitability calculation: Net Profit = Total Revenue − Total Cost.

Adding, editing, approving, or deleting cost and revenue entries requires the projects.write permission. Without it you can still view every figure, but the action buttons are hidden or disabled.

Track Money Going Out — the Costs Tab

Open the Costs tab to record what a job actually costs your business.

Some costs arrive automatically — the info banner at the top of the tab notes that entries are synced from orders and maintenance records. Add manual entries for everything else: transport, labor, fuel, and other operational expenses.

Add a Cost

  1. Click Add Cost (top right).

  2. Choose a Cost Type:

    Cost TypeUse it for
    Equipment RentalGear you hired in for the job
    Service & RepairMaintenance and repairs
    OperationalGeneral running costs
    TransportDelivery, haulage, logistics
    LaborCrew and staffing
    FuelFuel expenses
    OtherAnything that does not fit above

  3. Enter the Amount and Cost Date (required). Optionally add a Category (for example, Site A or Phase 1) and a Description.

  4. Under Source Information, set a Source Type — Manual Entry, Order, Enquiry, or Service & Repair — and pick or type the matching reference. Choosing Order or Enquiry lets you select from items already linked to this project.

  5. Click Add Cost.

Approve and Settle Costs

New costs start as Pending. Each row in the cost table carries a status that moves through three stages:

StatusMeaning
PendingRecorded but not yet approved
ApprovedSigned off for payment
PaidApproved and settled

Use the approve action (the circle-check icon) on a row to approve a cost — or unapprove it if you approved it by mistake. The summary cards above the table keep a running total:

  • Total Cost — every cost entry on the project
  • Approved — the amount you have signed off
  • Paid — the amount actually settled
  • Pending Approval — total minus approved

Keep costs up to date throughout the job. The more accurately you record and approve them, the more reliable your margin figure will be.

Track Money Coming In — the Revenue Tab

Open the Revenue tab to see and record income. As the info banner explains, revenue is synced automatically from orders and invoices, so standard rental income needs no manual entry. Add manual entries only for income that does not come from an order — a damage charge, a penalty, or a mobilization fee.

Add Revenue

  1. Click Add Revenue.
  2. Choose a Revenue Type — Rental, Mobilization, Demobilization, Damage Charge, Penalty, or Other.
  3. Enter the Amount and Revenue Date (required), plus an optional Description.
  4. Set the Source Type (Manual Entry, Order, or Invoice) and its reference. Picking Order lets you choose from orders linked to the project.
  5. Under Payment Status, tick Invoiced if it has been billed. When you later edit the entry, a Payment Received option appears to mark it paid.
  6. Click Add Revenue.

The revenue summary cards mirror the cost tab:

  • Total Revenue — every revenue entry on the project
  • Invoiced — the amount marked as billed
  • Paid — the amount for which payment was received
  • Pending Invoice — total minus invoiced

Check Profitability — the Financials Tab

The Financials tab pulls everything together into one profit picture. A short “How Profitability is Calculated” panel explains the math, followed by the Profitability Overview:

  • Total Revenue — all income, automatic and manual
  • Total Cost — all expenses, automatic and manual
  • Net Profit — revenue minus cost
  • Profit Margin — profit as a percentage of revenue

A colored health badge grades the margin at a glance:

BadgeMargin
Healthy20% or more
Low Margin0% up to 20%
LossBelow 0%

Below the overview, Rentablez splits the numbers so you can see where they came from:

  • Auto vs Manual — revenue and cost that flowed in from orders and maintenance, next to what your team entered by hand.
  • Cost Breakdown and Revenue Breakdown — totals grouped by type, each showing how much is approved/invoiced and paid, and the number of entries.
  • Orders Summary — a count of linked orders by status, plus a table of each order’s phase, payment status, and amount.

Tip: Update costs and revenue as the job runs rather than at the end. Because the Financials tab recalculates every time you save an entry, you get an accurate margin while there is still time to act on it.

You’re All Set!

Your project financials are tracked and updating in real time. Rentablez ties together the orders, invoices, maintenance records, and your manual entries so nothing slips between them — and the Financials tab always shows where the job stands.