See the True Profit on Every Job, Not Just Revenue
Log parts, materials, and subcontractor costs against each work order. Smarfle calculates gross profit in real time so you know which jobs actually make you money.
The Problem
Most service businesses know their revenue but not their profit per job. The $400 job that ate $300 in parts and a 2-hour drive looks great on the invoice and terrible on the P&L.
Revenue Is Not Profit
Owners track revenue in the CRM and costs in QuickBooks. Linking them back to individual jobs means manual reconciliation that nobody actually does.
Parts Costs Eat Margin
Without tracking parts cost on the job, you can't tell which services are profitable. You keep selling the losers because the top line looks fine.
Subcontractor Spend Leaks
When you sub out work to another contractor, the sub invoice lands in Gmail and gets paid. It never links back to the original job for profit math.
How It Works
Log Expenses on the Work Order
Add expenses directly on the work order detail page. Name, amount, category (parts, materials, subcontractor, other), vendor, and notes.
Link Inventory Parts
Parts used from your inventory catalog auto-log as expenses at cost price. Cost and sell price are preserved at the time of use.
See Gross Profit in Real Time
The work order profit card shows revenue, parts cost, expense cost, and gross profit. Updates live as you add items.
Roll Up Across Jobs
Reports dashboard rolls up profit by service, technician, and month so you can see the profitable patterns.
Key Capabilities
Four Expense Categories
Parts, materials, subcontractor, and other. Categorize every spend so the reporting dashboard can break down cost mix.
Inventory Integration
Parts added to a work order from the inventory catalog auto-log as expenses at cost. No double-entry.
Real-Time Profit Math
Revenue (line items) minus parts cost minus expenses equals gross profit. Shown on every work order as you edit.
Vendor Tracking
Log vendor per expense so you can see spend by supplier across all jobs and negotiate better pricing.
Per-Technician Profit
Reports dashboard shows profit per technician so you can see who is closing profitable jobs and who is not.
Export for Accounting
Export expenses to CSV with work order, category, vendor, and amount for monthly reconciliation with QuickBooks or similar.
See It in Action
Real profit tracking from Smarfle service businesses.
Jobs With Expenses
Avg Job Profit
Avg Margin
WO #1284 — AC Install
$1,850 rev / $640 cost / $1,210 profit
WO #1287 — Water Heater
$720 rev / $540 cost / $180 profit
WO #1291 — Drain Callback
$180 rev / $210 cost / -$30 profit
Frequently Asked Questions
No. This tracks job-level profit for operational decisions. You still reconcile in QuickBooks for tax and financial statements.
Yes. Add the same expense to multiple work orders with the appropriate share. Useful for bulk material purchases used across jobs.
Not by default. Profit math is visible to owners and managers. Techs see their labor and parts usage but not the markup.
No. The wallet pays Smarfle for SMS, AI, and other platform usage. Job expenses are what you spend on parts and materials for client work.
Pricing
Expense Tracking Is Included
Per-job expense tracking is included on every plan with no per-entry or per-category fees.
Included
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