What a job has spent, committed and invoiced

Every bill line, approved expense and issued invoice that names a job is already on the record, so Maliru adds them up for you. Nobody types a job's cost in twice, and a figure you can't trace doesn't appear.

The Spent column

The Jobs table's Spent column is what the job has cost so far: bills booked against it plus approved expenses, net of reclaimable tax. Sort or filter on it like any number — Spent greater than 5000 is a quick way to find the expensive jobs.

A dash means not counted, not zero. A job that genuinely cost nothing reads as zero.

The Costs block on the job

Open a job from the Jobs list and the record pane ends with Costs:

• a line saying where the figures come from — "From 2 bills and 1 expense.", or "No bills or expenses yet.";
• Spent — the same figure as the column;
• Committed — what has been ordered for the job on purchase orders and not yet invoiced. It only appears when there is something to show;
• Invoiced — the value before tax of the invoices and applications issued for the job, part-paid ones included, less any credit notes against them. Quotes and pro-formas don't count;
• Margin — invoiced minus spent. A negative margin shows in red.

The block only appears on a job opened from the Jobs list, because that is where the figures are worked out. A job opened from somewhere else — a notification or the Schedule — leaves it out, rather than showing zeros that would read as "this job cost nothing".

Where the numbers come from

• Bills — a bill line that names the job counts at the line's amount. A line with no job, on a bill whose header names the job, counts against that job, so a bill split across two jobs with one line left over still lands somewhere. A bill with no lines counts at its net total. Supplier credits count as negative. See Bills and suppliers.
• Expenses — approved expense claims for the job. A claim still awaiting approval isn't a cost yet. See Expenses and reimbursements.
• Purchase orders — approved or part-invoiced orders for the job, less what has already been invoiced against them. An order nothing has been invoiced against, more than 30 days past its expected date, is left out: it is almost always finished work nobody closed. The purchase order form can't link an order to a job yet, so Committed will rarely have anything to show.
• Invoices — lines on invoices you have issued, or that are paid, that name the job. Drafts don't count.

Only your workspace's own currency is added up. When a job also carries money in another currency, the figures say so — "These figures cover GBP only. This job also carries money in another currency, which is not included." — and the Spent cell shows a warning icon.

Cash position on the dashboard

For the wider view, add the Cash position card to your dashboard. It sets money coming in against money going out over the next 30 days, including anything already overdue:

• Owed to us — what is left to pay on issued and part-paid invoices and applications due in the window, after any deduction the client withholds. A credit note comes off only where the client had already paid the invoice it credits: what they are still due back;
• We owe — approved bills due in the window;
• Ordered, not yet billed — shown when your workspace uses purchase orders.

The headline is the net of the three, in your most-used currency. The card needs Manage bills & expenses.

What it isn't

These are operational figures to steer a job by, not your accounts. Spent doesn't include labour. Tax treatment, payments and reconciliation stay in your accounting system.