Williams Reporting Dashboard

Sugar Creek shows up three times on the Ritchie statements, for $11,412.55, $1,119.16 and $765.48. Separately, two payments went out of the bank in September for what looks like the same address: a $282.50 e-transfer on Sep 2 and $1,130.00 described on the bank line as "Above Average".

We are not saying anything is wrong. We are saying we cannot tell from the bank alone whether those two payments were for work Ritchie has also billed, and we would rather ask than guess. What we need from you: who the $282.50 and the $1,130.00 went to, and what each one covered.

A month ago this page said $56,240 of the Ritchie balance had crossed 60 days, which is the kind of pattern that ends in a credit hold on your main materials supplier. After the $40,000 payment on Sep 24 that figure is $5,573.64, and $36,862.00 of the $62,161.52 balance is current. This is the single biggest improvement on the dashboard this month.

What we need from you: whether another payment to Ritchie is planned before the next statement and roughly what size, so the October statement can be checked against it. If one has already gone out since Sep 30, let us know the date and amount and we will pick it up.

Ritchie and Robertson are the only two suppliers sending a monthly statement of account. Everyone else shows up as loose invoices and receipts, so their balances cannot be confirmed against a statement the way Ritchie's and Robertson's can.

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.

These came out of the bank with no name attached. Six of them are e-transfers sent from Ryan's own banking, so they never reach the accounting mailbox, and we have already searched the mailbox and the subcontractor and expense folders for all of them.

Canark is now down to one question. The invoice was $19,210.00. We can see an e-transfer of $9,210.00 to Canark on Aug 19, which leaves exactly $10,000. Since $10,000 is a common e-transfer limit, it looks like the payment went out in two legs and the second one came from Ryan's banking. All we need is the date and amount of that second leg.

A fillable version of this list went over by email on Oct 4 if that is easier to work through than a reply.

A single charge of $16,012.82 went out of the chequing account on Sep 11 to Camelot Golf. It is large enough that we are not going to guess at it, and how it gets posted depends entirely on the answer.

What we need from you: whether this is a business cost, and if so what it was for, such as a client event or a membership. If it is personal it gets posted to the shareholder account instead, which is also fine, it just needs saying.

The $3,000 that came in on Aug 14 is an HST refund from CRA for the quarter ended Jun 30, 2026. Confirmed directly against the CRA account rather than taken from the bank description, and posted.

Four small charges no longer need an answer from you: Costco, Etsy, a City of Ottawa charge and a $1,020 Koho item are all being posted on our side. The two $2,500 Visa payments out of chequing on Sep 10 and Sep 14 are being matched to the right cards. None of that needs you.

The four Robertson card charges that were sitting unposted have gone through.

Eighteen jobs whose end date in Jobber has already passed still carry money Jobber says has not been billed. #134 Don Robertson at $63,621 has now been sitting since Sep 18, four weeks, and is the largest single item for the second fortnight running. The full list is on the Jobs tab.

To be fair about the number: Jobber shows $780,885 uninvoiced in total, but most of that is on jobs still running. Work in progress should not be invoiced. The $182,758 is the part where the job's end date has gone by. Gemini Towers came down from $60,243 to $28,256 because it was finally invoiced, which is exactly what we asked for last time.

What we need from you: a quick pass down that list saying which are ready to invoice and which are waiting on something. Anything genuinely finished turns straight into October cash. Anything not actually finished just needs its end date moved in Jobber and it drops off this list for good.

Between them they hold $517,954. Sixteen are still open and carry $383,450. Jobs that have not started yet are not counted, because having no hours on those is correct.

It is happening on the newest jobs, not just old ones. #134 Don Robertson $77,303, #135 Gemini Towers $60,243, #133 Cooperators $57,497 with $50,882 of it already invoiced, and #130 Lara and George Badke $48,849. Not one timer has been started on any of the four.

A job with revenue and no hours shows a 100% margin, so a handful of these makes the whole business look more profitable than it is. That is why every margin on the Jobs tab has to be called a ranking of crews rather than a profit figure.

What we need from you: for those four, were the hours put on a different job number, was the work done by a sub, or was it never tracked? One answer probably covers the other 32. If there is a reason some jobs run without timers, such as supply-and-install done by a sub, tell us and we will mark them that way instead of flagging them every month.

First, the timer problem is fixed and there are no others. The Sep 1 entry on Job 13 now reads 7:16 a.m. to 4:43 p.m., 9.45 hours, and the earlier Aug 13 one reads 8.02 hours. The largest single timesheet entry anywhere in Jobber since mid-August is 13.05 hours, so no clock is running away any more.

He has been paid correctly. 36 hours went through by hand for the period ending Sep 12 and 80 hours for Sep 13 to 26. That is settled and he is not out of pocket.

What is still missing is the job numbers. Jobber holds only 9.45 of those 116 hours, and he has recorded nothing at all since Sep 1 while thirteen other people have. Through August he logged normally, all of it on Job 13 Cooperators. The likely cause is that his app has been stuck clocked in since Sep 1, so no new entries were ever created, and fixing the end time on that entry did not bring back the days after it. He cannot enter the time himself; his Jobber access does not allow it.

What we need from Calvin: which jobs Jacob worked from Sep 2 onward. The hours are already known, so the job numbers are the only missing piece and we will enter the time from there. Worth checking with him that he is clocking in and out daily now, otherwise this repeats next period.

Nothing is missing from the books. Kyle invoices by job, those invoices get paid, and they are recorded as a subcontractor cost, $116,870 for the fiscal year to date. The gap is inside Jobber only: no expense is entered in his name, so the hours he logs carry no cost on the job, and every job he works shows a margin that is too high. That is why eight of his crew's jobs are left out of the By Crew table.

Entering one is quick. In Jobber go to Expenses, then New Expense. Date it to his invoice, name it with his name and invoice number, and the important step is Search jobs: type the job number and pick the job, because that is what turns it into a job cost. Left blank the expense still saves but never reaches the margin. Put the invoice amount in Total, set the accounting code to Subcontractor, leave Reimburse to on "Not reimbursable" because he is paid against an invoice, attach the PDF and save. If one invoice covers two jobs, enter it once per job and split the amount. Brandon's invoice entered on Sep 17 is the example to copy: $19,901.90, job #130, code Subcontractor.

One warning: leave Kyle's employee cost rate at $0.00 an hour, or his time gets counted twice.

The same gap is a little wider than him. 318 expenses in Jobber have no job attached, worth $66,801 across the year, but most of that is fuel, tools, repairs and office costs that do not belong on a job anyway. The part that should be on a job is about $7,400 across 43 expenses, mostly materials, dumping and small rentals, and four of them already name job 8 in the description.

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

Every vehicle and equipment finance agreement is now on file and the fleet costs are known. Three gaps are left.

Not on the books at all: the Meridian OneCap lease on the 2023 ASV RT40 track loader, which started Jun 1, 2026, inside the year just closed, at 60 payments of $1,277.00; and the financed 2025 F-250. Both need setting up.

Missing paperwork: the TD loan account holds two loans, not one. The old truck loan at $583.86 a month cleared to zero at the Jun 30, 2024 year end. A second loan has been running since Jul 7, 2025 at $872.25 on the 6th of every month, and it shows on the bank statements as reference 238391301. Its agreement has never reached us, so it cannot be set up, and that is the whole of the $13,083.75 sitting in that account.

For reference, what the fleet costs. Five Sterling Ford in-house leases come to $7,540.22 a month, all open leases with the residual guaranteed by Williams. Five Ford Credit agreements, four leases and one financed 2025 F-250, had payouts quoted on Sep 10 totalling $331,386.07. The Kubota SVL65 lease ran out on May 27, 2026 with a zero payout and a $1.00 residual, so that machine is effectively owned now.

What we still need:

• The loan agreement or a statement for TD reference 238391301: original amount, start date, rate and term. Quote that reference number when you call TD.
• Original cost and in-service date for any vehicle owned outright rather than leased.
• Anything sold, traded or written off between Jul 2025 and Jun 2026, and what it went for.
• The invoice for the new plow. We know it was cheque 240 for $11,865.00 to Stittsville Trailer on Oct 2, because Calvin sent a photo of the cheque. We still need the invoice itself to split out the HST, and $11,865.00 is exactly $10,500 plus 13%, so it is probably that, but we will not claim the tax on arithmetic alone.

The TD accounts fed into QuickBooks up to Oct 7 and have not sent anything since. Clicking Update does not bring it back, so the connection needs re-approving in the TD app. It takes a minute and it is the same fix as last month.

This one has a deadline on it. The July to September HST return is due Oct 31. Thirty-three bank lines are still waiting to be posted, and fourteen of them fall inside that quarter and total $47,543. They are almost all e-transfers with no payee name attached. Williams' subcontractors charge HST, so if those payments are subs there is roughly $5,470 of input tax credits sitting in that pile. We cannot claim what we cannot name.

What we need from you: the payee and the reason for each of the fourteen. They are listed on the sheet that came with this update. Six of them are Ryan's, sent from his own banking, which is why they never reach the accounting mailbox for us to match.

There is a permanent fix for that last part. Ryan's TD notices only go to him, so every transfer he sends becomes a question. If his e-transfer confirmations were copied to accounting@williamslandscaping.ca the same way Calvin's already are, this category of question disappears for good.