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Financials

Purpose

Your Financials is a great way to organize your Products & Services as well as the financial documents you send to your Customers. These financial documents can include your Estimates and Invoices. Using the Payments feature, you can add payments to your financials. Using the Budgets, you can track your gross margin.

Before we Get Into it

Before you get started with creating Estimates and Invoices for your Contacts, list out the products and services your company offers. List the cost each of these products and services have on your company and how much you sell these products and services to your customers. These will be added to your Products & Services.

Overview

Keep your products and financial documents organized using Products & Services found in your settings and the Financials tab found in your Contacts or Jobs.

Products & Services

Products & Services is a place for you to keep track of and manage all of the products and services your company offers.

To access your Products & Services, click on your name in the top right corner, select "Settings" from the drop-down menu, and then select "Products & Services" from the menu on the left.

Products Services Access

This page will keep all of your products you will use in your line items on your financial documents. To add a product to your Products & Services list, click on the "Add Product" button.

Products Services Add Product

This will pull up the Add Product window.Add Products Services Numbered

In the Add Product window:

  1. Give your product or service a name.
  2. Give your product or service a description.
  3. Choose the unit of measurement for your product or service. To create a new unit of measurement, type in the drop-down menu and hit enter.
  4. Enter the cost of the product or service. This is the amount your product or service costs your company.
  5. Enter the price for your product or service. This is the amount your company will sell the product or service for.
  6. Choose if your product or service needs a variation. This can be a variation in cost, price, and unit type.
  7. Save the product or service.

After you save your product or service, it will be saved in alphabetical order. You can use the filter option to view all of your products, only those that are visible, or products that are hidden. You are unable to delete products in your Products & Services list, only mark them as hidden. To find your product or service, use the search function.

Products Services Search

Markup Tracking

Products & Services Feature Markup

Enabling markup tracking will allow you to markup your products and services using a percentage. You can type in a cost to your company, then add a percentage, such as 40%. JobNimbus will automatically calculate the price for the product or service to increase the cost by 40%.

Products & Features Markup

Material & Labor Tracking

Products & Services Feature Material Labor

⚠️Before you enable this feature, please read this section to ensure this is a feature you need as you cannot disable the feature after enabling. If you have questions, please contact support@jobnimbus.com. ⚠️

Material & Labor Tracking allows you to add both the material and labor costs and prices in a single product in your Products & Services. After the feature is enabled, you can choose Materical & Labor as an item type.

Products & Services Material and Labor Item Type

Changing the product the Material & Labor item type will update the Add Product window so you can add the material and labor costs to the same product.

Products & Services Material and Labor Product

Enabling the Material & Labor Tracking also updates the Estimate, Invoice, Credit Memo, and Work Order Builder so you can include the material and labor costs and price in your financial documents. You can learn more about your Financial Document Builder and see an example of the Financial Document Builder by reading our section on Estimates

Products & Services Material Labor Estimate

Templates

You can use templates to customize the design of your Estimates, Invoices, and other documents. To access your templates, click on your name in the top right corner, select "Settings" from the drop-down menu, and then select "Templates" from the menu on the left.Templates Access

This page is where all of your templates will be. To add a new template, click on "Add Template" in the top right and choose the template you wish to create from the drop-down menu.

Templates Add Template

To edit a template, click on the "Edit" button to the right of the template's title.

Templates Edit Template

Adding or editing a template will pull up the Template Builder. When you first create an Estimate or Invoice template, you are offered the choice between two different template designs.

In the Template Builder for financial documents such as estimates and invoices, the builder is split in two sections. The top section contains template information such as the template title and the title for the Customer Note Title.

Template Top

You will also have the option to update what is shown to both your company, internally, and to your customer.

  • Show Sales Rep Info - Shows the Sales Rep Info text box
  • Show Name Column - Shows the column with the product's or service's name
  • Show Description Column - Shows the column with the product's or service's description
  • Show Unit of Measure Column - Shows the column with the unit of measurement for the product or service
  • Show Cost Column - Shows the column with the cost to your company for the product or service
  • Show Price Column - Shows the column with the price to your customer for the product or service
  • Show Tax Column - Shows the tax amount for the product or service
  • Show Amount Column - Shows the total amount for each product or service

In the second section of the Template Builder, you can modify the information shown.

Template Bottom

To change the information in any of the info boxes, hover over the area and click inside the outlines shown. The box will grey out and show a dotted outline when hovering over it. Clicking on an info box will pull up the content editor.

Template Edit Content

In the top pane of the content editor, you can change the way your font looks. You can also use the Insert Template Field to choose different fields to pull information from your Contacts and Jobs. Once you are done editing the info box, click "Save Changes".

Once you are done editing your template, click on the "Save Template" button.

Financials

To access or create your Contact's or Job's financial documents, navigate to the Contact or Job and click on the Financial tab in their file.

Contact Financials Tab

This page will house all of your financial documents, from Estimates to Payments. You can see all of the documents, in their respective panes.

Estimates

Estimates are a great way to propose the price for your project and come to an agreement with your customers before you start the project. This document can easily be changed and updated as you work with your customers.

To create an estimate, click on the "Add Estimate" button in the Estimates panel.

Financials Add Estimate

This will pull up the Estimate Builder.

Financials Estimate Builder

In the Estimate Builder, you can:

  1. Choose a Design Template you have previously created in the Templates section of your Settings.
  2. Choose a Saved Estimate you have previously created and saved.
  3. Change the Estimate Date.
  4. Add line items. These line items are pulled from your Products & Services. When typing the line item, a list of products will populate in a drop-down menu to choose from. If the product you are searching for does not populate, click on "Show More" to populate more options, or type more of your product name to narrow down the options. If you have not yet added the line item in your Products & Services, you can click on "Add New Product", which will pull up a window to create and save the product in your Products & Services. While hovering over the line item, the options to delete that line item or add an image to the line item appear.
    Line Item Delete or Add Image
  5. Add another line item or add another section. Sections can help you separate your line items into groups.
  6. Add a Customer Note. This customer note will appear at the bottom of your estimate under the Customer Note Title and is visible to your customer.
  7. Add an Internal Note. The internal note will appear in the estimate description when you open the estimate in JobNimbus and is only visible to your team.
  8. Save your estimate as a Saved Estimate template. This will allow you to save the estimate with all of its line items and totals to be used later. When creating a Saved Estimate template, you will be prompted to give the template a name. Then it will appear in the Saved Estimate drop-down for the next time you need to create the same estimate.
  9. Save your estimate. This will take you to the Estimate Viewer, so you can see how it will look for your customers. It will also save the estimate in the estimate panel in your Financials tab.

If you need to edit your estimate after creating it, click on the 3 dots to the right of the estimate and select "Edit" from the drop-down menu.

Financials Edit Estimate

The other options you have in the drop-down menu are to:

  • View the estimate in either PDF view or in JobNimbus.
  • Download the estimate.
  • Email the document, which will automatically change the estimate's status to Sent.
  • Change the status of the estimate to Draft, Sent, Denied, Approved, or Invoiced.
  • Delete the estimate.

Invoices

Invoices are what you send to your contacts or jobs as bill after the project is completed. You can convert estimates to invoices, or you can create an entirely new invoice in your financials tab.

To convert an estimate to an invoice open the estimate in JobNimbus, and then in the top right corner of the estimate's description pane, click on the 3 dots, select "Convert to", then choose "Invoice".

Financials Estimate to Invoice

To create an invoice, click on the "Add Invoice" button in the Invoices panel on the Financials tab.Financials Add Invoice

This will pull up the Invoice Builder.

Financials Invoice Builder

In the Invoice Builder, you can:

  1. Choose a Design Template you have previously created in the Templates section of your Settings.
  2. Choose a Saved Invoice you have previously created and saved.
  3. Change the Invoice Date.
  4. Change the Terms for your invoice. These terms are for how the invoice will be paid.
  5. Change the Due Date for when final payment is due.
  6. Add line items. These line items are pulled from your Products & Services. If the product you are searching for does not populate, click on "Show More" to populate more options, or type more of your product name to narrow down the options. If you have not yet added the line item in your Products & Services, you can click on "Add New Product", which will pull up a window to create and save the product in your Products & Services. While hovering over the line item, the options to delete that line item or add an image to the line item appear.
    Line Item Delete or Add Image
  7. Add another line item or add another section. Sections can help you separate your line items into groups.
  8. Add a Customer Note. This customer note will appear at the bottom of your invoice under the Customer Note Title and is visible to your customer.
  9. Add an Internal Note. The internal note will appear in the invoice description when you open the invoice in JobNimbus and is only visible to your team.
  10. Save your invoice as a Saved Invoice template. This will allow you to save the invoice, with all of its line items and totals, to be used later. When creating a Saved Invoice template, you will be prompted to give the template a name. Then, it will appear in the Saved Invoice drop-down for the next time you need to create the same invoice.
  11. Save your invoice. This will take you to the Invoice Viewer, so you can see how it will look for your customers. It will also save the invoice in the Invoices panel in your Financials tab.

If you need to edit your invoice after creating it, click on the 3 dots to the right of the invoice and select "Edit" from the drop-down menu.

The other options you have in the drop-down menu are to:

  • View the invoice in either PDF view or in JobNimbus.
  • Download the document.
  • Add a Payment to the invoice
  • Email the document, which will automatically change the invoice's status to Sent.
  • Change the status of the invoice to Draft, Sent, Open, Closed, Cancelled, or Void.
  • Delete the document.

Credit Memos

The credit memo is a great way to build a document you can send to your buyer if you do not use all of the product you had previously purchased. This can be used to provide a discount to an invoice without editing the invoice or using a payment.

To create a credit memo, click on the "Add Credit Memo" button in the Credit Memos panel.

Financials Add Credit Memo

This will pull up the Credit Memo Builder.

Financials Credit Memo Builder

In the Credit Memo Builder, you can:

  1. Choose a Design Template you have previously created in the Templates section of your Settings.
  2. Choose a Saved Credit Memo you have previously created and saved.
  3. Change the Credit Memo Date.
  4. Add line items. These line items are pulled from your Products & Services. If the product you are searching for does not populate, click on "Show More" to populate more options, or type more of your product name to narrow down the options. If you have not yet added the line item in your Products & Services, you can click on "Add New Product", which will pull up a window to create and save the product in your Products & Services. While hovering over the line item, the options to delete that line item or add an image to the line item appear.
    Line Item Delete or Add Image
  5. Add another line item or add another section. Sections can help you separate your line items into groups.
  6. Add a Customer Note. This customer note will appear at the bottom of your credit memo under the Customer Note Title and is visible to your customer.
  7. Add an Internal Note. The internal note will appear in the credit memo description when you open the credit memo in JobNimbus and is only visible to your team.
  8. Save your credit memo as a Saved Credit Memo template. This will allow you to save the credit memo, with all of its line items and totals, to be used later. When creating a Saved Credit Memo template, you will be prompted to give the template a name. Then, it will appear in the Saved Credit Memo drop-down for the next time you need to create the same document.
  9. Save your credit memo. This will take you to the Credit Memo Viewer. It will also save the credit memo in the Credit Memos panel in your Financials tab.

The credit memo will appear both in the Credit Memos panel and in the Payments panel.

If you need to edit your credit memo after creating it, click on the 3 dots to the right of the credit memo and select "Edit" from the drop-down menu. If you want to add the credit memo to an invoice, you can choose "Use Credit" from the drop-down menu. Alternatively, you can click on the 3 dots in the customer information and choose "Add Payments" from the drop-down menu. You can also choose "Edit" from the Payments panel.

The other options you have in the drop-down menu are to:

  • View the credit memo in either PDF view or in JobNimbus.
  • Download the document.
  • Email the credit memo, which will automatically change the invoice's status to Sent.
  • Add a note to the document
  • Change the status of the credit memo to Draft, Sent, Open, Applied, Cancelled, or Void.
  • Delete the document.

Payments

To create a payment, click on the "Add Payment" button in the Payments panel.Financials Add Payments

This will pull up the Add Payment window.

Financials Add Payment2

In the Add Payment window, you can:

  1. Add a Reference Number.
  2. Change the Payment Amount.
  3. Change the Payment Date.
  4. Update the Method of payment.
  5. Select one of the available invoices that is attached to the Contact or Job.
  6. Save the Payment.

If you need to add the payment to an invoice after you create it, click on the 3 dots to the right of the payment in the Payments panel and select "Edit" from the drop-down menu. The only other option in the drop-down menu is "Delete".

Budgets

You can use the Budgets feature to report the gross margin for your projects and help you keep track of your income versus your expenditures. This can also provide sales commission tracking.

Budgets will show only if they are enabled. To enable the Budgets feature, click on your name in the top right corner of the screen and select "Settings" from the drop-down menu. In your Settings, select Features from the menu on the left and then click on "Enable" in the row for Budgets.

Financials Features Settings Budget

To create a budget, click on the "Add Budget" button in the Budgets panel. Financials Add Budget

This will pull up the Budget Builder.

Financials Budget Builder

In the Budget Builder, you can:

  1. Choose a price option for your budget, either through using an existing estimate or manually entering a price in for your budget.
  2. Change the Budget Date.
  3. Add line items. These line items are pulled from your Products & Services. Products & Services will use the price and cost you entered in to help build your budget. If the product you are searching for does not populate, click on "Show More" to populate more options, or type more of your product name to narrow down the options. You are unable to add new products or services using Budgets. While hovering over the line item, the option to delete that line item appears.
  4. Add a Commission for your team members.
  5. Save your budget. This will take you to the Budget Viewer. It will also save the budget in the Budgets panel in your Financials tab.

When adding a line item to your budget, use the description field to enter your product or service. As you type in the product, a list of your products will populate from which you can choose.

Financials Budget Builder Add Budget Line Item

You can then choose whether to use percentages or specific amounts to track your budgets.

When adding a commission, use the description field to enter in the commission details.

Financials Budget Builder Add Commission

You can then choose percentages or a specific amount to track your commissions in your budgets. You can then choose who the commission is for.

If you need to edit your budget after creating it, click on the 3 dots to the right of the budget and select "Edit" from the drop-down menu.

The other options you have in the drop-down menu are to:

  • View the document in JobNimbus.
  • Add a note to the budget
  • Delete the budget.

Material Orders

You can use the Material Order feature to build purchase orders to send your suppliers.

Material Orders will show only if they are enabled. To enable the Material Orders feature, click on your name in the top right corner of the screen and select "Settings" from the drop-down menu. In your Settings, select Features from the menu on the left and then click on "Enable" in the row for Material Orders.

Financials Features Settings Material Order

To create a material order, click on the "Add Material Order" button in the Material Orders panel.

Financials Add Material Order

This will pull up the Material Order Builder.

Financials Material Order Builder2

In the Material Order Builder, you can:

  1. Choose an option to either use an existing estimate or manually entering your products or services.
  2. Choose a Design Template you have previously created in the Templates section of your Settings.
  3. Choose a Saved Material Order you have previously created and saved.
  4. Change the Material Order Date.
  5. Add line items. These line items are pulled from your Products & Services. If the product you are searching for does not populate, click on "Show More" to populate more options, or type more of your product name to narrow down the options. If you have not yet added the line item in your Products & Services, you can click on "Add New Product", which will pull up a window to create and save the product in your Products & Services. While hovering over the line item, the options to delete that line item or add an image to the line item appear.
    Line Item Delete or Add Image
  6. Add another line item or add another section. Sections can help you separate your line items into groups.
  7. Add Special Instructions. The special instructions will appear at the bottom of your material order under the Special Instructions Title and is visible to your supplier.
  8. Add an Internal Note. The internal note will appear in the material order description when you open the material order in JobNimbus and is only visible to your team.
  9. Save your material order as a Saved Material Order template. This will allow you to save the material order, with all of its line items and totals, to be used later. When creating a Saved Material Order template, you will be prompted to give the template a name. Then, it will appear in the Saved Material Order drop-down for the next time you need to create the same document.
  10. Save your material order. This will take you to the Material Order Viewer, so you can see how it will look for your suppliers. It will also save the material order in the Material Orders panel in your Financials tab.

If you need to edit your material order after creating it, click on the 3 dots to the right of the material order and select "Edit" from the drop-down menu.

The other options you have in the drop-down menu are to:

  • View the material order in either PDF view or in JobNimbus.
  • Download the document.
  • Email the document.
  • Add a note to the material order.
  • Delete the document.

Saved Templates

After you create a saved template in a financial document, the template will be accessible from the Saved Template drop-down menu.

Financials Saved Estimates

From the drop-down menu, you can:

  • Choose the template, which will fill out the line items in your financial document.
  • Use the pencil icon to edit the template. In the Saved Template editor, you can update the line items much like if you were in the financial document itself. Click the "Save" button to update the Saved Template.
  • Use the trash icon to delete the template.

Do's and Don'ts

Do

  • Add your products or services in your Products & Services tab in your Settings
  • Modify the default templates to control the information shown to customers
  • Create saved estimates of common jobs to save building time
  • Convert your estimates to invoices when they've been approved and the work is completed

Don't

  • Add unnecessary products and services - they can't be deleted!
  • Create estimates under Contacts and invoices under Jobs - or vice versa! Make sure to keep them under the same record.

Congratulations getting your JobNimbus account set up!
Next, visit our articles on Using JobNimbus.

FAQ

Templates

  • Can I add a signature to estimate?

At this time, we do not offer an e-sign option on estimates. However, you can add the short codes [[estimates]] & [[signature]] to a Document template. This will pull your estimate(s) into your document and add an e-signature line to the document.

  • Can I use my own design template for an estimate/invoice?

You can add to or edit the built in templates in your settings, but you cannot use a custom estimate or invoice template that you already have. To access your templates, click on your name in the top right corner and select "Settings" from the drop-down menu and then select "Template" from the menu on the left.

Financials:

  • Can I add a credit in estimates and invoices?

You can create a line item for a credit in estimates and invoices. To add a negative, or credited amount on the line item, add in a negative number in the price field, such as -20.00.

  • I have created a Budget, but the gross margin is showing 0. Why am I not seeing any gross margin?

When creating your Budget, make sure you add a Price, whether by using an existing estimate or entering the price in manually. Also, be sure to add your line items with the appropriate percentage or mark up amount.

  • Can I create my own invoice terms?

Terms cannot be edited or added to.

  • Why can't I delete an estimate or invoice?

Verify your access profile has the correct permissions to allow you to delete financial documents. If the financial document has been signed, it cannot be deleted as it is considered legally binding.

  • Why do I see another contact’s invoices in the financial section?

Check to see if you have the "Related" box checked in the appropriate financial document panel. The "Related" checkbox can be found to the right of the Search feature.

 

Contact Us

Still have a few questions about setting up your company’s financial documents? Contact Support at (855) 964-6287 or via email at support@jobnimbus.com.

Have a great idea to help us improve our financial features? Recommend features and vote for requests at JobNimbus Feedback!