Know What Every Job Costs Before It Costs Too Much
Set a budget on every work order, enter the actual cost of each sub-job as the job progresses, and see overruns against budget before they eat your margin. FSM Navigator® puts real numbers behind every job — not guesswork.
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Project Budgets That Keep Up With the Work
Most teams don't find out a job went over budget until the invoice goes out. FSM Navigator® tracks costs as they happen — so you see the gap between plan and reality while you can still do something about it.
Budget per Work Order
Set an estimated budget right when you create the work order. Your team starts every job knowing the target.
Enter Actual Costs
Enter the actual cost of each sub-job as the work happens. It rolls up automatically, so you see spend against budget at any point during the job — not just after.
Variance at a Glance
See estimated-vs-actual variance on every work order. Catch overruns on the budget while there's still time to course-correct — not on the final invoice.
See Exactly Where the Money Goes
A single dollar amount doesn't tell you much. FSM Navigator® tracks estimated and actual cost on every sub-job, so you can see which part of the work order is driving the spend.
Enter the actual cost of each sub-job as the work happens, and it rolls up to the work order automatically. No spreadsheets, no manual math.
- Enter the actual cost on each sub-job as the work happens
- Add a cost note to explain what drove the number
- Estimated and actual cost captured on every sub-job
- Sub-job costs roll up to the work order automatically
Stop Guessing. Start Comparing.
Every work order shows your estimated budget next to what you've actually spent — per sub-job and rolled up to the work order. You'll spot which sub-jobs are on track and which ones need attention, without digging through spreadsheets or waiting for month-end reports.
Over time, this data makes you better at estimating. When you can see that HVAC install jobs consistently run 15% over budget, you adjust your next quote accordingly.
- Side-by-side estimated vs actual per sub-job and work order
- Variance highlighted in green (under) or amber (over)
- Historical data across completed work orders for better estimating
- Generate the invoice straight from the work order when the job is done
Big Projects, One Budget View
Multi-phase projects get messy when each sub-job lives in its own silo. FSM Navigator® rolls every sub-job's cost up to its work order automatically — so you see total project spend without a calculator.
Each sub-job still tracks its own estimated and actual cost. But the work order always shows the combined picture: total estimated, total spent, and total remaining across every sub-job.
- Sub-job costs add up to the work order automatically
- Each sub-job maintains its own independent budget
- Total project view: estimated, spent, and remaining
- Works with work order templates and dependencies
Budget Tracking Connects to Everything
The budget sits on the work order next to its sub-jobs, so you can check actual costs against it before the invoice goes out. For single jobs billed on their own invoice, job profitability works out the margin for you from labor, parts and mileage.
Work Orders
Budgets live right on the work order. Create, track, and close out costs without switching screens or tools.
Send a work order estimate for approval first, and the approved total becomes the budget.
Learn more about work ordersWork Order Templates
Save the sub-jobs and estimated hours for common job types. When you create a new work order from a template, its structure is already set — just add the budget.
Learn more about work order templatesEnterprise Pricing
Budget tracking is part of the Enterprise plan. See what's included and compare all tiers side by side.
See pricingCommon Questions About Budget Tracking
Which plan includes budget tracking?
Work order budget tracking is available on the Enterprise plan at $59.99/user/month billed monthly, or $47.99/user/month billed annually. Every Enterprise subscription starts with a 14-day free trial so you can test budgets, sub-job cost tracking, variance reporting, and rollups before committing.
Can I track labor and material costs?
Yes — as one cost figure per sub-job, not as separate labor and material lines. Set an estimated budget on each work order, then enter each sub-job's actual cost, labor and materials together, as the work happens. Those costs roll up automatically, so you can see estimated versus actual and the variance on every work order — no spreadsheets, no manual tallying.
How do I catch a job going over budget?
As you enter actual costs on each sub-job, the work order shows estimated versus actual spend and how much of the budget is used. An overrun shows up on the budget right away — so you can adjust scope, re-allocate resources, or have the conversation with your customer early, not after the job is done.
How do sub-job costs roll up to the parent work order?
When you break a large project into sub-jobs, each sub-job tracks its own estimated and actual cost. The actual costs automatically add up to the parent work order, so you always see the total project spend across every sub-job — without manually adding things up or maintaining a separate spreadsheet.
Can I compare estimated vs actual costs?
Yes. Every work order shows a side-by-side comparison of your estimated budget and the actual costs incurred, per sub-job and rolled up to the work order. You can spot overruns immediately and use the historical data across completed work orders to make your future estimates more accurate over time.
Does budget tracking integrate with invoicing?
Not directly — the budget stays internal. A work order's invoice is built from its estimate: generating the invoice copies the estimate's labor, parts, and other line items onto it, once the customer has approved the estimate if the work order requires approval. The actual costs you enter on sub-jobs are not added to the invoice, so you can compare them with what you billed before the invoice goes out.
How is budget tracking different from job profitability?
They answer different questions. Budget tracking covers a work order as a whole: you set the budget, enter each sub-job's actual cost, and compare the two while the project is still running. Job profitability, on the Pro and Enterprise plans, works on individual completed jobs that have their own invoice: it takes the invoice total before tax and subtracts your technician's labor cost, parts used and mileage driven, with nothing to enter by hand. Sub-jobs billed together on one work order invoice aren't split into per-job margins, so for a work order, the budget is where you watch the numbers.
More on Job Costs and Margin
The costs that quietly erode margin between approved budget and final invoice.
Ready to Stop Guessing What Jobs Cost?
Set budgets, enter actual costs per sub-job, and know your margins before the invoice goes out. Try the full Enterprise experience free for 14 days — budget tracking, sub-job cost rollups, and variance reporting all included.
14-day free trial on all paid plans · No setup or cancellation fees · Enterprise includes full budget tracking