Williams Reporting Dashboard

Ritchie sits at $84,906.66 and the whole balance has aged: nothing is current, $28,981.32 is past 30 days and $56,239.68 is past 60. One payment has gone out since Aug 31, for $4,456.38. $63,028.45 of the balance is still 180 Kanata Ave materials, and Kanata owes Williams $94,413.90 on the other side, unchanged in six weeks. Those two facts still belong in the same conversation. What we need from you: the plan 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 number.

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 does not look like a straight reversal of #00236. And cheque 237, the very next cheque, went to Candace Mallette for $35,576.78 against Job 25, which is only $1,955.85 more than cheque 236. Back-to-back numbers and similar amounts raise a fair question: was 237 a replacement for 236, and if so did Candace end up paid twice? Their answer to the cheque 236 question settles it, and the September bank statement will show whether 237 cleared.

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. Since then two more pieces arrived: Sterling Ford sent payout amounts on five Ford Credit lease and retail agreements on Sep 10, and Ryan sent new vehicle purchase paperwork on Sep 15. Neither is booked yet, and the new vehicle is not on the balance sheet

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.

This one is closed. In August none of Leon's 7.5% commission reached job cost, so every job he sold read about 7.5% better than it was. The Jobber expenses report now carries 14 commission entries totalling $14,368.50, entered by Leon against eight jobs and dated Jun 29 through Sep 10. The jobs he sold now carry their selling cost.

One note, and it is not an open question. The $2,389.23 of commission paid through Wagepoint that the August review flagged is accounted for: it is the other half of one of Leon’s commission payments, so there is no commission sitting without a job behind it and nothing to chase. The one standing point is that Leon’s hourly sales pay stays in overhead, which is correct, because only the commission line belongs on a job.

What we need from you: nothing on this one. It is here so you can see it was fixed.

Corrected: this is a Jobber reporting gap, not a missing cost. Kyle invoices Williams for his hours by job, those invoices get paid, and they land in the books as a subcontractor cost, which is what account 5003 Subcontractors carries ($116,870 on the fiscal year to Sep 17, cash basis). So the cost is real and it is recorded. What is missing is inside Jobber: his Employee cost rate is set to $0.00/hr and there is no Jobber expense entered in his name, so the 187 hours he logged in the last 30 days carry no cost on the job and Jobber's margin for those jobs reads high

Checked both ways on Sep 17. The Jobber expenses report holds 21 rows in the Subcontractor category worth $156,326, and every one of them is a different subcontractor: Brandon, Candace Mallette, CanArk paving, PVC Pros, Above Average and others. None are Kyle. So the mechanism exists and is used, it just is not used for him

Effect on the numbers: the P&L is fine, the job margin is not. Every job Kyle works shows zero cost for his time in Jobber, which overstates margin on those jobs, mostly Crew B's condo work. The dashboard's Job Margins tab inherits that, which is why Crew B shows 1,651 hours against $430 of one-off revenue

Also found on Sep 17: 57 expenses in Jobber were entered under Kyle’s name totalling $9,083, and 48 of them, worth $7,125, have no job attached at all. Those are tools, fuel, dumping and equipment rentals, not his labour. An expense with no job on it never reaches a job’s cost, so that spend is missing from the Job Margins tab as well. It is not only him: 286 of the 822 expenses on file, worth $57,720, carry no job.

How to put his cost on the job, step by step.

1. In Jobber, click Expenses in the left sidebar, then New Expense. Opening the job itself and using Add expense in its cost panel does the same thing and skips step 4.
2. Date: the date on his invoice.
3. Item name: his name and the invoice number. Description: what the hours were for.
4. Search jobs: type the job number and pick the job. This is the step that turns it into a job cost. Left blank, the expense still saves, it just never touches the job margin, which is exactly what happened to his other 48.
5. Total: the invoice amount. If one invoice covers more than one job, enter it once per job and split the amount.
6. Accounting code: Subcontractor.
7. Reimburse to: leave it on Not reimbursable. He is paid against an invoice, not reimbursed.
8. Receipt: attach the invoice PDF, then Save. The job’s cost panel picks it up right away under Expenses.

Brandon’s invoice entered on Sep 17 is the working example to copy: $19,901.90, job #130, accounting code Subcontractor. One warning. Leave Kyle’s Employee cost rate at $0.00/hr while doing this. If the rate and the invoices are both in, every hour of his gets counted twice.

What we need from you: who enters his invoices from here, and whether to go back and attach the jobs on the closed ones or start clean from the next invoice.

This is open right now, not a bad entry to tidy up later. The entry on Job #13, Cooperators, was clocked in at 7:16 a.m. on Sep 1 and has no end time. Jobber showed it at 392.75 hours this morning and 395h 51m a few hours later, so it is still counting. That is why the pay period had to be run by hand: while this entry is open, his real September time is not in the timesheet at all, and the week grid shows him with no hours.

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: while the entry stays open, Jobber has no usable hours for him and Job #13 carries phantom hours in every figure that reads off timesheets. Job #13 shows 957 hours in the timesheets against 565 in job costing. This is the second one on the same job in five weeks.

How to stop it, one click. In Jobber open Timesheets, switch to the Day view, set the date to Sep 1, 2026, click Jacob’s row to expand it, and press Clock out. That closes the entry. Then edit the End time to the hour he actually finished on Sep 1, because clocking out now would save the full 396 hours as the duration. His real finish time is the one thing we cannot work out from here.

The question for Calvin: has this gone to Jobber support yet? A timer that can run for sixteen days with no prompt and no cap is the real problem, and it has now happened twice on the same job. Support can say whether a maximum shift length or a forgotten clock out reminder can be switched on for the account.

The Aug 13 entry below is the first occurrence and is still on the books, so it needs the same end time correction.

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.

Corrected Sep 17. Manage Team shows 18 of 20 seats assigned and all 18 active, with five people under Unassigned team members: Josh, Mark Miron, Jacob Montpetit, Vsevolod and Nicholas Brinkworth. Four of those five, Josh, Mark Miron, Jacob Montpetit and Vsevolod, have left the company. That is the whole explanation for why they log no hours, nothing about them is broken, and it means two of the twenty seats are now free.

One name does not fit that pattern. Nicholas Brinkworth is still working but has no seat, and 29.9 hours went in under his name in the last 30 days, so a supervisor is entering it for him. Either give him one of the two free seats so the time comes from him, or name who enters it so there is one person accountable for it.

One check on the four who left: confirm each is marked inactive in Wagepoint so none of them can land on a pay run. All four were still in the Wagepoint employee list when it was read on Sep 17.

Rolling 30-day view Aug 18 – Sep 17, 2026 from the Jobber timesheets: 4.9 hours untagged across the whole crew, against ~29 hours a month ago and 84.6 hours in June. Only two people have any untagged time at all: James Barthe 2.8 hours and Michael Perfetti 2.1 hours. This one can come off the list after next month if it holds

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

Focus areas now:

• James Barthe 2.8h and Michael Perfetti 2.1h are the only untagged hours left. Michael has gone from 40% untagged in June to 1.3% now.
• Jacob Wright-Desjardins is fully tagged, but his 433 hours include the 392.75 hour runaway entry, so his total is not real work.
• Nicholas Brinkworth logged 29.9 hours while deactivated in Jobber, which means someone else is entering his time.

Worth passing on to the crews: untagged time has gone from 84.6 hours in June to 29 in August to 4.9 in the last 30 days. That is the discipline problem solved. What is left is the reverse: 894 hours sitting on internal codes (#34 shop, #42 office, #65 summer) and 49 jobs with revenue and no hours at all, which is where the margin picture is still soft

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.

Re-checked Sep 17, 2026. Jobber now shows 12 recurring jobs, 10 of them active, and the invoicing is still not automatic: 5 sit at "requires invoicing" (#38, #39, #48, #49 and Ryan's #21) and 5 are flagged late (#41, #47, #50, #52, #55). Two have been archived (#37, #40). The per-job auto-invoicing switch is not visible through the reports, so the flag itself needs one look in the Jobber screen, but the job states say plainly that invoices are not being raised on schedule.

• 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.

QuickBooks reports Error 185, "more security info required by your bank", on 7 accounts: the main chequing account, all four Visas and two others. No new bank lines have come in since Sep 15, which is why the posted chequing balance ($89,672) and the bank balance ($19,852) are so far apart. Fixing the feed needs someone to re-authorise the TD connection from inside QuickBooks, which only Amanda or the guys can do.

Separately, the August chequing and Visa statements are still not in the accounting inbox, and the September ones will land around Oct 5. Both were requested from Ryan and Calvin on Sep 17. Until they arrive, July is the last month that can be signed off, and the HST quarter closes Sep 30.

There is also one item parked on this: an Aug 25 e-transfer of $1,000 to Calvin Watts that looks like a duplicate of the Aug 24 Koho load already booked. It stays unposted until the August statement shows whether one debit or two left the account.

In August this was 19 jobs and $163,783. It is now 49 jobs and $846,081, which is a third of all job revenue in the window. Those jobs show a 87% margin on the Job Margins tab purely because no labour was ever tagged to them. Two of the largest are #113 Cooperators ($238,447 of revenue against 31 hours) and #15 Jona Marquis ($89,045 against zero hours).

What we need: whether these jobs were done by crews who logged their time against a different job number, done by subcontractors whose cost sits outside Jobber, or simply never tracked. Until that is known, no crew margin on this dashboard can be taken as a performance number.

From the Sep 17 cash-basis balance sheet: A/R shows -$920,933.90 and A/P shows -$21,906.91, neither of which should carry a balance on cash-basis books with no bills entered. 3701 Due to/from Shareholder sits at -$139,847.70 and 3720 Prior Period Adjustments holds $22,994.96. The HST sales base on the tax report ($690,572) is also about $35,000 above 4000 Sales on the P&L ($655,576).

None of these change what the bank holds, and none of them are being adjusted here. They are on the year-end list for Chris at Lekadir, and the HST gap needs resolving before the Q3 return is filed on Oct 31.