Job costing template for UK trade businesses
A simple job costing template to track labour, materials, overhead, and profit per job. Includes a copy-paste table and setup steps.
Job costing template for UK trade businesses
If you only look at turnover, you will miss where profit is leaking. Job costing shows the real numbers: what a job cost you, what it earned, and which types of work you should do more of.
Below is a simple template you can copy into Google Sheets or Excel.
Job costing template (copy/paste)
| Job ID | Date | Customer | Quote value | Labour hours | Labour cost | Materials | Subcontractors | Travel/parking | Overhead allocation | Total cost | Gross profit | Margin % | Notes |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| J-1001 | 2026-02-01 | Smith | 1,200 | 18 | 720 | 260 | 0 | 40 | 180 | 1,200 | 0 | 0% | Example row |
Formulas to use:
- Labour cost = Labour hours x internal labour rate
- Total cost = Labour + Materials + Subcontractors + Travel + Overhead
- Gross profit = Quote value - Total cost
- Margin % = Gross profit / Quote value
Step-by-step setup
- Set your internal labour rate. This is not your selling rate. Use true cost per hour (wage, NI, pension).
- Pick an overhead allocation method. Easiest options:
- Per hour (Overhead per hour x labour hours)
- Per job (flat overhead amount per job)
- % of revenue (e.g. 12% of invoice)
- Capture materials and subcontractors. Include all receipts, even if you pass costs through.
- Review margin by job type. Look for patterns: emergency callouts often outperform big installs.
Simple overhead allocation formula
If your monthly overhead is GBP 6,000 and you have 300 billable hours:
Overhead per hour = 6,000 / 300 = GBP 20 per hour
A 12-hour job gets GBP 240 of overhead allocated.
How to keep it easy
- Update as jobs close, not weeks later.
- Round materials to the nearest pound. Accuracy beats perfection.
- Add one note per job: what went wrong or what went well.
Toolfy workflow tips
- Use job notes to capture actual hours on site.
- Attach receipts to the job so costs are visible in one place.
- Create job tags (e.g., "boiler service", "EICR", "bathroom refit") and compare margins by tag.
When you see your top 3 most profitable job types, double down. If a job type consistently loses money, either raise the price or stop offering it.
⚠️ Important Disclaimer
This guide is for general informational and educational purposes only. It does not constitute professional advice of any kind (legal, financial, tax, insurance, or otherwise).
Before making business decisions: Consult with qualified professionals (solicitors, accountants, insurance brokers, etc.) who can assess your specific circumstances. Laws, regulations, and industry standards change frequently and vary by location and situation.
Toolfy and the article authors accept no liability for decisions made or actions taken based on information provided in this guide. You are solely responsible for ensuring compliance with all applicable laws and regulations.
Frequently Asked Questions
What is job costing?
How often should I review job costs?
Need this workflow in Toolfy?
Spin up the exact checklist, scripts, and automations from this article inside your workspace.
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