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, 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.

Nothing in the accounting inbox names these payees and there is no invoice on file for any of them.

Cheque 237 is the next number after 236 and only $1,955.85 more. If 237 replaced 236, Candace may have been paid twice.

What we need from you: the payee on cheques 228 and 236, which the chequebook stubs will show; whether 237 replaced 236; and whether the Aug 13 cheque was stopped or bounced.

These are bank and card lines that nothing in the accounting inbox explains. Each one needs a name or a purpose before it can be posted, and they hold up the September close.

1. E-transfers out of the chequing account, $23,273. The bank only shows a reference code, not a name.

2. Card and other charges, $18,192.

3. Three more to confirm, $9,020. Two $2,500 Visa payments out of chequing on Sep 10 and Sep 14 that need matching to the right card; the $3,000 received Aug 14 labelled as a tax refund, which looks like the return leg of the accidental transfer and is being matched to its outgoing side; and the $1,020 sent to Calvin on Aug 11 after the card was compromised, which needs confirming as returned.

What we need from you: a name and a reason against each line. Anything you cannot place, say so and it gets parked rather than guessed at.

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

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, a $917.10 difference from the books that is being chased.

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. An older Kubota contract expired in 2020 and is also at zero.

What is still needed:

• The loan agreement for TD reference 238391301, or a statement for it: original amount, start date, rate and term. Quote that reference number when calling 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.

This is a Jobber reporting gap, not a missing cost. Kyle invoices by job, those invoices get paid, and they are recorded as a subcontractor cost, $116,870 on the fiscal year to date. What is missing is inside Jobber: no expense is entered in his name, so the 187 hours he logged in the last 30 days carry no cost on the job. Every job he works shows a margin that is too high, mostly Crew B’s condo work, and the Job Margins tab inherits that.

The same gap is wider than him. 318 expenses in Jobber have no job attached, worth $66,801 across the fiscal year. Most of that is fuel, tools, equipment repairs and office costs, which do not belong on a job anyway. Once those are set aside the real gap is about $7,400 across 43 expenses, mostly materials, dumping and small equipment rentals. Four of them name job 8 in the description, so the job number is already written down, just not attached.

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 but never touches the job margin.
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 example to copy: $19,901.90, job #130, accounting code Subcontractor. One warning: leave Kyle’s Employee cost rate at $0.00/hr, or his hours get 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.

Both runaway timer entries are 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 entry reads 7:59 a.m. to 4:00 p.m., 8.02 hours. Across the last seven weeks no entry anywhere in Jobber exceeds 16 hours, so this is closed.

He was paid correctly. 36 hours went through by hand for the period that ended Sep 12.

Jobber only holds 9.45 of those 36 hours, the Sep 1 entry. The other 26.5 hours carry no job, and he has logged nothing at all since Sep 1 while twelve other people have. That understates the margin on whichever jobs he worked and affects nothing else. His Jobber access does not let him enter the time himself.

What we need from Calvin: which jobs Jacob worked from Sep 2 onward. The hours are known, so the job numbers are the only missing piece and we will enter the time from there.

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. The feed needs the TD connection re-authorised from inside QuickBooks.

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. July is reconciled and closed; August is ready to go the day the statements land, and the HST quarter closes Sep 30.

One item is parked on this: an Aug 25 e-transfer of $1,000 to Calvin Watts that may be a duplicate of the Aug 24 Koho load already booked. The August statement will settle whether one debit or two left the account.

27 jobs are past their end date with revenue invoiced and no hours logged in Jobber, $344,184 in total. Jobs still in progress are excluded.

The three largest and most recent:

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

What we need from you: for those three, were the hours logged against a different job number, was the work done by a sub, or was it never tracked? The answer most likely covers the other 24.