Job costing and financial control for civil contractors
Civil Job Tracker gives Australian civil contractors a single commercial control system to replace fragmented spreadsheet workflows — without the complexity of enterprise ERP.
Active Jobs
7
Committed Cost
$4.2M
Claimed to Date
$3.1M
Avg Margin
8.6%
Built for civil contractors who need tighter commercial control across live jobs
Why commercial control matters financially
The cost of poor visibility is rarely visible until it's too late.
Missed variations are lost revenue
Every uninstructed scope change that is not captured as a variation is margin you never recover. On a $2M job, that adds up fast.
Lack of visibility creates margin leakage
When directors cannot see committed cost, EAC and rate to complete in real time, the first sign of a problem is often the final account.
Delayed reporting creates decision risk
Month-end reporting from spreadsheets means you are always looking backwards. Civil Job Tracker gives you a current commercial position, not a historical one.
Fast enough for PMs. Strong enough for directors.
Civil Job Tracker is a single commercial control system that preserves the speed your team needs while giving management better visibility, cleaner approvals and stronger financial control — replacing fragmented spreadsheet workflows entirely.
For PMs and site teams
- Fast entry — familiar spreadsheet-style speed
- Familiar logic — rows, columns, build-ups
- Variation build-ups that work like Excel
- One place for all commercial workflow
For directors and management
- Margin visibility across all jobs
- Overhead control and allocation
- Company P&L on cash and accrual views
- Cashflow forecasting and committed cost
Job Costing
Track jobs the way civil work is actually measured
Cost codes, parent/child hierarchy, cost to date, committed cost, EAC and rate to complete — structured around real civil job commercial management, not generic project accounting.
- Cost code hierarchy
- EAC and rate to complete
- Committed vs actual vs pending
- Multi-job visibility
| Cost Code | Budget | Committed | Actual | EAC |
|---|---|---|---|---|
| 100Earthworks | $280k | $270k | $195k | $270k |
| 200Drainage | $155k | $160k | $88k | $162k |
| 300Pavement | $395k | $390k | $200k | $390k |
| 400Structures | $110k | $107k | $44k | $109k |
| 500Services | $88k | $85k | $31k | $87k |
Site Diary
Daily production records that feed commercial visibility
Record daily labour, plant, materials and site activity in a spreadsheet-style entry table. Diary entries connect directly to job costs, not a disconnected notes system.
- Spreadsheet-style fast entry
- Catch-up cost workflow
- Links to job costing
- Mobile-ready
| Resource | Type | Hours | Rate | Cost |
|---|---|---|---|---|
| Excavator 20T | Plant | 8.0h | $150/h | $1,200 |
| Tipper Truck × 2 | Plant | 7.0h | $90/h | $1,260 |
| Operators × 3 | Labour | 8.0h | $65/h | $1,560 |
| Concrete Supply | Materials | — | — | $4,800 |
Purchase Orders
The three PO types civil contracts actually use
Fixed price, rate-only and lump sum POs — because civil contracts involve open quantities and you need the system to reflect how real commitments work on site.
- Fixed
- Rate-only
- Lump sum
- Committed cost tracking
- Connected to job costing
Progress Claims
Claims generated from the contract structure
Generate progress claims directly from the contract schedule, with full visibility of previous claims, current certified position and retention.
- Contract-linked claims
- Retention tracking
- Practical completion
- Defects liability
Variations
Variation build-ups that work more like Excel
Build variations with a fast, familiar layout — internal cost build-up separate from client-facing claim. No fighting the software to do what Excel already does naturally.
- Excel-style UX
- Internal vs client-facing
- Variation status tracking
- Contract impact
Total pending variations: $72,000 (client value)
Contract Schedule
Import your BOQ and keep scope visible
Import contract schedules, manage provisional items, track instructed scope and keep budget impact visible across the life of the job.
- BOQ import
- Provisional items
- Contract vs instructed
- Scope control
| Item | Description | Qty | Rate | Contract | Instructed |
|---|---|---|---|---|---|
| 1.1 | Cut to fill | 14,000m³ | $18/m³ | $252,000 | $252,000 |
| 1.2 | Import fill | 3,800m³ | $24/m³ | $91,200 | $104,000 |
| 1.3 | Topsoil strip | 8,500m² | $4/m² | $34,000 | $34,000 |
| PS-1 | Provisional sum | 1 item | — | $45,000 | $28,000 |
Xero Integration
Keep accounting connected without overloading Xero
OAuth-connected Xero integration — invoices, bills and reconciliation flow without making Xero do the job of an operational control system.
- OAuth connection
- Invoice sync
- Webhook-driven
- Two-way visibility
14 invoices synced this month
Financial Control
Company-level visibility beyond the job
Three-layer cashflow (Baseline, Live, Actual), period locking, overhead allocation, and company P&L on both cash and accrual views — so directors see what the business is actually making.
- 3-layer cashflow
- Period locking
- Overheads module
- Cash and accrual P&L
| Apr | May | Jun | Total | |
|---|---|---|---|---|
| Baseline | $185k | $210k | $195k | $590k |
| Live | $192k | $215k | $200k | $607k |
| Actual | $188k | — | — | $188k |
Mobile
Built for site use, not just desktop review
The site diary works on mobile — so site teams can record daily activity from the field without waiting to get back to a desk.
Tuesday 7 April 2026
Fine conditions · Full crew
Excavator 20T
8.0 hrs
Labour × 4
8.0 hrs
Concrete pour — Zone C
Spreadsheets are fast — until they become expensive
Why spreadsheets persist
Spreadsheets stay popular because they are flexible and familiar. But as a contractor grows, they also create version control problems, delayed reporting, weak approval structure and too much reliance on individual people.
What Civil Job Tracker replaces
Civil Job Tracker is not an add-on — it is a replacement for how the commercial side of the business runs. It keeps the speed and familiarity of spreadsheets while providing a single source of truth for cost, margin and commercial position.
The gap where most contractors lose control
Most projects aren't lost because of one major mistake — they're lost through small gaps in visibility, delayed information, and disconnected workflows.
Spreadsheets can't keep up. Enterprise systems don't reflect how work actually happens on site.
The result is the same: late decisions, missed variations, and margin slipping through the cracks.
FlowPilot is built to close that gap.