Williams Reporting Dashboard

Ritchie is at $85,221 with two thirds of it aged. Nothing is past 60 days yet, so the account is not in trouble, but the trend is one direction: $33,412 in early July and $85,221 now, with a single $25,000 payment against it in that stretch.

$63,028 of the balance is 180 Kanata Ave materials, and Kanata owes Williams $94,414 on the other side. Those two facts belong in the same conversation.

What we need from you: what the plan is for Ritchie this month, whether a payment goes out ahead of the Kanata collection or waits on it, and whether anyone has spoken to Noemi or Scott about terms. Ritchie is the main materials supplier, so the relationship matters more than the balance does.

Ritchie and Robertson are the only two suppliers sending a monthly statement of account. Everyone else shows up as loose invoices and receipts, which means there is no reliable way to know what is still outstanding with them.

All it takes is a quick ask to each supplier's accounts department to add accounting@williamslandscaping.ca to their statement distribution. Whoever holds the relationship with each supplier is the fastest person to do it.

Who to ask first: the suppliers where Williams runs an account rather than paying at the counter. If you can list which of the regular suppliers extend terms, that is the list worth working through.

Three cheques on the TD chequing account have no payee we can verify. There's no invoice on file for any of them and nothing in the accounting inbox referencing the amounts. QuickBooks has auto-suggested a name against these lines, but that's QuickBooks guessing from the amount, not information from the bank, so it isn't being treated as the answer.

Worth noting the returned cheque is $1,907.48 less than the one that cleared on Aug 11, so it doesn't look like a straight reversal of #00236. It may be a different cheque entirely.

A cheque this size coming back is a cash event, not a coding question. It moves the bank balance, and a cheque can come back either because it was stopped deliberately or because it bounced. Those mean completely different things and only Ryan or Calvin can say which happened.

Until the payee is known, none of this can be posted. $33,620.93 codes as a subtrade, a supplier payment, a related-party transfer, or something personal, and there is no way to tell from the bank line alone.

The fastest answer is the chequebook. Cheques #00228 and #00236 will have a stub or a carbon showing who they were made out to. That single check resolves this faster than anything on the accounting side.

What we need from you:

• Who cheque #00236 ($33,620.93) was written to, and what it was for
• Who cheque #00228 ($1,200.00) was written to
• Which cheque the $31,713.45 return relates to, and whether it was stopped deliberately or bounced
• Whether it has since been re-issued or settled another way
• Any invoice behind them, and which job they belong to if they belong to one

David has sent through the vehicle details and that part is closed. Makes, models, plates and who drives what are all in hand. Thanks for chasing that down.

What is still missing is the financial side, and that is the part year end actually runs on. Without it the fleet cannot be depreciated properly, the loan balances cannot be tied to specific vehicles, and the auto expense on the P&L cannot be split between what is owned and what is leased.

Per vehicle, this is what's needed:

• What it cost and when it was bought — purchase price before tax, purchase date, and the date it went into service if that's different
• Owned outright, financed, or leased
• If financed — which lender, original amount borrowed, monthly payment, and the current balance
• If leased — lessor, monthly payment, term end date, and the buyout amount
• Trade-in — if anything was traded in against it, what it was and what it was valued at
• Insurance — carrier and the actual premium, monthly or annual

Also, anything sold or written off during the fiscal year (Jul 2025 to Jun 2026) needs flagging separately, with what it sold for. Disposals get missed more often than purchases do and they change the year-end numbers.

The single most useful thing you can send is the loan statements. A TDAF statement and a Ford Credit statement would confirm the balances, the payment amounts, and usually the vehicle they're secured against, which answers most of the list above in one go. If they arrive by post rather than email, worth calling both lenders and asking them to add accounting@williamslandscaping.ca to their statement distribution so this doesn't come up again next year.

After that, the bills of sale or finance agreements cover the rest. If those are in a folder somewhere, forwarding the lot is faster than filling anything in.

Went job-by-job in Jobber to trace Leon's 7.5% commission. The process itself is working the way it's meant to. Leon enters his own commission against each job as he closes it, shortly after the deposit clears, and Jobber's activity log confirms it on every job checked. That's correct and it's not the issue here.

The issue is that the commission isn't landing as a cost against the job. It gets recorded, but it doesn't flow through into the job's margin, so every job Leon sells shows a profit figure with the commission left out of it. On a 7.5% commission that's a real distortion, not a rounding difference. Same shape of problem as the Kyle Smiley one below: the entry exists, the cost doesn't follow it.

To be clear about what the $2,389.23 is: it's commission, not wages. Leon's paystub carries two separate lines and the gap sits entirely inside the commission one.

Per-job commission logged (7.5% of job value, entered shortly after each job's deposit cleared):

* Elizabeth Shaw-Wood's entry is ~$66 short of a clean 7.5% calc against her current job subtotal, no adjustment note on file   † Dijana Custic's entry is explicitly noted "7.5% less asphalt disposal and repave"   ‡ Annie Le's deposit ($13,788.26 — the largest of the eight) cleared Aug 4; every other job had commission logged same-day to 4 days after its deposit. This one is 11 days out with nothing recorded.

Two things to sort out:

• Get the commission counting as a job cost. The amounts are already sitting on the right jobs. They just need to be entered so Jobber picks them up as an expense against the job rather than a note beside it. Once that's done these jobs report a true margin and the sales cost stops being invisible.
• Find the $2,389.23 of commission. $10,041.92 has been paid and $7,652.69 is logged across the eight jobs above. Leon started in June, and those eight jobs span Jun 25 to Aug 4, so they should be close to everything he's sold. That makes "commission on some older job we missed" an unlikely explanation and leaves the difference genuinely unexplained. Calvin keys the payroll, so he's the one who can say what the extra was calculated against.

Full per-job detail and dates are in Williams_Leon_Commission_Verification_2026-08-15.md.

Kyle's hours are tagged to the right jobs — confirmed directly on job #38 and others. The gap isn't tagging, it's cost: his Jobber "Employee cost" is configured at $0.00/hr, and separately from that, no one has ever entered his subcontractor invoices as job Expenses either. Checked both ways so there's no gap in the check: searched the full company-wide Expenses list in Jobber for "Kyle" and "Smiley" — zero results, both, ever.

This isn't a system limitation. The same company-wide search for "Subcontract" turned up a real entry for a different subcontractor — Brandon, $8,094.88, job #17, dated May 7, 2026, correctly tagged "Subcontractor." The workflow exists and is actively used for someone else. It's just never been applied to Kyle's invoices.

Effect on the numbers: every job Kyle works shows zero labour cost for his time, which directly overstates margin on those jobs — mainly Crew B's. This compounds with a separate, structural issue on the Job Margins tab where a large share of Crew B's logged hours aren't reaching job costing at all.

What we need from you: whoever processes Kyle's subcontractor invoices needs to start logging them as job Expenses tagged "Subcontractor," same as is already done for Brandon. Also worth deciding whether to backfill the cost for jobs already closed, or treat this as go-forward only.

A single entry on Job #13, Cooperators is putting about 72 hours of labour on that job that nobody worked.

The report only shows the time of day, which is what makes it look like a typo. It isn't. 76.83 hours from Thursday 7:59 AM lands on Sunday at 12:49 PM — exactly three days later, to the minute. Someone clocked in Thursday morning and the timer ran all weekend until it was stopped Sunday lunchtime. The real shift was about 4.83 hours.

Why it matters: those 72 phantom hours are charged to Cooperators as labour cost, so that job currently reads as far less profitable than it actually is. It also inflates the crew hours totals everywhere they appear.

The fix, about a minute: in Jobber go to Timesheets, Aug 13, find the entry, and change the end time from Sunday to Thursday afternoon so it reads as one normal shift. Whoever worked it will know the real finish time.

Worth doing once, too: any entry over about 16 hours is a forgotten clock-out rather than a real shift. Scanning for those every few weeks catches them before they distort a job's margin.

Went through all 20 W-2 crew's Jobber Team profiles directly, one at a time. Four people have no Jobber seat at all — Josh Poulin, Mark Miron, Jacob Montpetit, and Vsevolod Zemlianskikh — so none of them can log their own hours in Jobber.

If their time is still showing up on jobs, someone else is entering it on their behalf. Worth confirming who's doing that and how accurately, since that's a place hours can drift from reality without anyone noticing.

Rolling 30-day view Jun 9 – Jul 9, 2026 per Jobber Team Productivity report: ~29 hours untagged across the crew. Big improvement from the 84.6h untagged in the single Jun 7-20 period. Nicholas Brinkworth went from 21% untagged to 1%, Michael Perfetti from 40% to 7% — the message landed. Two people still need attention.

Where every hour landed over the last 30 days, per person:

Focus areas now:

• Michael Perfetti — 13.03h untagged of 178h total (7%). Down from 40% but still the biggest total hours untagged. Nudge him.
• Jacob Wright-Desjardins — 11.95h untagged of 45.58h total (26%). Hasn't improved, still tagging 1-in-4 hours to General.
• Noah Brake — 2h all untagged. Small volume but 100% untagged is worth a check.

Wins to acknowledge: Nicholas Brinkworth went 21% → 1%. Michael's rate is down significantly. The message is landing on most of the crew — reinforcing it will keep the trend.

WL's standard payment schedule is:

For this to work properly, the Payment Schedule has to be set up on the Job in Jobber at the time of quoting — not added after the fact, not done on individual invoices. When that's done, Jobber generates the three progress invoices on the right schedule, AR aging stays clean, and Amanda's cash-flow forecasting works.

What we need from you:

1. Confirm the standard is being used. Every new job since (roughly) Apr 2026 — are the 20/40/40 Payment Schedules being set up on the Job in Jobber at quote time? Or are full-value invoices being issued and we're just hoping customers pay on schedule? This is a quick yes/no/mostly check from your side.

2. Flag any EXCEPTIONS to 20/40/40 BEFORE invoicing. When a job has different terms — holdback %, Net 60/90, different milestone breakdown, deposits, etc. — just email Amanda the details at quote time so she can set the custom Payment Schedule in Jobber for that job specifically. Examples that need flagging:

• Holdback — typically 10% retained until completion / warranty (common on construction)
• Custom milestone splits — e.g., 30/30/40, 50/50, weekly draws on long jobs
• Extended terms — Net 60 or Net 90 instead of payable on invoice
• Larger deposits — anything other than the standard 20%

You only need to email when a job DEVIATES from 20/40/40 — no need to send a note for standard ones.

Jobber pull confirmed Jun 25, 2026: all 10 active recurring jobs still have Automatic Invoicing: Disabled. No progress this week.

• 9 condo / property maintenance jobs — CMG, Sentinel, Long Holdings (Job #s 38, 39, 41, 47, 48, 49, 50, 52, 55)
• 1 Ryan personal — Job #21, 29 Mowat St grass cutting, $1,666.66/season fixed, weekly Wed

The fix: open each recurring job in Jobber → Settings → toggle Automatic Invoicing ON, set the cadence (monthly on last day works for most). ~2 minutes per job, ~20 minutes total.

Once enabled, Jobber generates the invoice automatically, customer gets it without anyone having to remember, and the data flows cleanly. Removes a forgettable manual step.

There's a recurring Jobber job set up for Ryan Watts personally — 29 Mowat Street, weekly grass cutting, total $1,666.66 for the season. Kyle Smiley has been doing the visits since May 6 — about 10 visits so far. No invoices have been generated. No money has changed hands.

So Kyle's time, fuel, and tool wear are being absorbed into WL with no offsetting revenue or treatment. Three options, need your call:

Whatever the call, the current state (service performed, no billing, no tracking) needs to change before year-end. Option B is the most common for owner-operators but it has tax implications that need to be set up correctly.