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

Every vehicle and equipment finance agreement is now on file. Here is what the fleet and the equipment cost each month, and where the books do not yet match it.

Five Sterling Ford in-house leases. A 2024 Expedition, two 2023 F-150 Lightnings, a 2023 F-250 XLT and a 2023 Explorer. Terms of 48 or 60 months, monthly payments from $1,228.79 to $1,733.78, $7,540.22 a month in total. Every one is an open lease with the residual guaranteed by Williams, and the residuals run from $34,159.20 to $65,606.80. That structure is what decides whether these sit on the balance sheet or get expensed, which is a year-end decision for the accountant.

Five Ford Credit agreements. Four leases and one financed retail contract on a 2025 F-250. Payouts quoted Sep 10 and good through Sep 20: $64,562.03, $74,847.95, $66,011.04, $61,767.26 and $64,197.79, a total of $331,386.07. The last of those is the financed one.

One equipment lease, Meridian OneCap. A 2023 ASV RT40 track loader, contract started Jun 1 2026, 60 payments of $1,277.00, equipment cost $66,000, $1,443.01 security deposit, and a $10 purchase option after five years. Balance of payments at Jul 23 was $74,066.00.

BDC, and there are two loans not one. Both are "cash for operations". 137865-02, $55,000 original, is repaid after 72 payments ending May 12 2025, which matches QBO showing every loan account except the other loan accounts at zero. 137865-04, $85,000 original, runs at $1,416.66 of principal a month with 38 payments left, clear Sep 1 2029. BDC put the balance after the Sep 1 2026 payment at $50,999.76. QBO carries $50,082.66, so there is a $917.10 difference to reconcile, and since it is not a multiple of the monthly principal it looks like one payment split posted wrong rather than a payment missed.

The Kubota SVL65 track loader lease ran out inside the year just closed. Contract 669727, signed May 27 2019, 84 months, $69,770 original at 2.05%. It ended May 27 2026 with a zero payout and a $1.00 residual, so the machine is effectively owned now and that needs a year end entry. An older Kubota contract, $13,304 over 48 months, expired back in 2020 and is also at zero.

What is genuinely still missing, and it is now a short list:

• The loan agreement for TD reference 238391301, or a statement for it: original amount, start date, rate and term. That is the one document needed to fix the TDAF account, and the reference number is what to quote when calling TD. Nothing for it exists in the mailbox under TDAF, TD Auto Finance or auto finance.
• 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.
• Insurance. Sterling’s controller wrote in late July that insurance had expired on all five in-house lease vehicles. Confirm that was dealt with, and send the carrier and the premium.

This is a Jobber reporting gap, not a missing cost. Kyle invoices Williams for his hours by job, those invoices get paid, and they are recorded as a subcontractor cost, $116,870 on the fiscal year to date. 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

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

One more thing on his expenses. 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.

The timer ran from 7:16 a.m. on Sep 1 until it was stopped, reaching 398 hours. It has now been closed and the entry corrected to 7:16 a.m. to 4:43 p.m., 9.45 hours. That end time matches the crew on the same job that day: Craig Pulham clocked in at the same minute and both he and Eric Auclair finished at 4:43 p.m. A note on the entry records the basis, so Jacob can confirm or correct it.

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.

The bigger problem is what the open timer hid. While it was running Jacob logged no completed time at all from Sep 1 to Sep 17, three full weeks of dashes on the timesheet. An open entry also never reaches the approval queue, so nothing flagged it. That is why his pay had to be worked out by hand, and the three weeks still need entering.

Why it could not fix itself. Jobber locks every field except the start time and notes while a timer is running, so it could not be closed by editing it. It also has no maximum shift length and no automatic clock out, so nothing was ever going to stop it. On top of that, Jacob’s own access is set to start and stop timers only, which means he cannot create or edit a timesheet entry, so he could neither close the runaway one nor key in the work he has done since.

What we need from Calvin. First, Jacob’s hours for Sep 2 to Sep 17 need entering by someone whose access allows it. Second, does Jacob’s finish time on Sep 1 match 4:43 p.m.? Third, whether to raise the runaway timer with Jobber support, since this is the second one on this job and the account has no setting that would have caught it.

The Aug 13 entry below is the first occurrence and still 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.

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.

Not every job with no hours is a problem. Across all 109 one-off jobs, 42 carry revenue with no hours at all, worth $837,676. But 15 of those, worth $493,492, are jobs that have not been done yet: the deposit is invoiced and the end date is still ahead, so no hours is exactly right. Strip those out and the real gap is 27 finished jobs carrying $344,184.

The current ones worth asking about, all recent and all past their end date with nothing logged:

• #133, $50,882, ended Sep 12
• #130, $46,828, ended Sep 2
• #125, $30,159, ended Aug 7

What we need: for those three, were the hours logged against a different job number, was the work done by a sub whose cost sits outside Jobber, or was it never tracked? Answering that pattern once most likely covers the other 24.

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. the shareholder account sits at -$139,847.70 and the prior period adjustments account holds $22,994.96. The HST sales base on the tax report ($690,572) is also about $35,000 above 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.