Field operations & job costing

Field Ops is in the sidebar under Field. It lists every job that is still running and has the Field operations module on, so you pick the job you are standing on. Each card shows the job number and stage, the site city, how many punch items are open, and how many photos are on it. If your role can see money, the card also shows the job's cost to date. Crew members land here when they sign in.

Tap a job card to open it. The header carries the job number, its stage, and the site address, with two quick stats under it: Cost to date (hidden from Crew) and Open punch. Everything else sits behind six tabs.

1. 1Log: the daily record of what happened on site, newest first.
2. 2Photos: capture and review job-site photos.
3. 3Time: hours logged against the job.
4. 4Materials: what got bought and used.
5. 5Punch: the closeout list.
6. 6Safety: reported incidents.

The daily log is your written record of the day. The first one on a job moves the project to Active on its own.

1. 1Open the job in Field Ops and stay on the Log tab.
2. 2Tap Add daily log. The date fills in as today.
3. 3Tap a weather chip: Sunny, Partly Cloudy, Overcast, Rain, Windy, Cold, or Hot. Tap it again to clear it.
4. 4Write the Summary. This is the only required field.
5. 5Add Crew count and Hours worked if you want them on the record, then save.

Open the Log tab, use the menu on the log, and choose Delete. Crew can only delete logs they wrote themselves; anyone with a supervisor role can delete any log on the job. Photos attached to the log are kept and stay in the Photos tab.

Every time entry writes a matching Labor line into the job cost ledger, so hours on site become real cost with no second step.

1. 1Open the job in Field Ops and go to the Time tab.
2. 2Tap Log time.
3. 3Set the Date and Hours. Worker / crew defaults to you: only the account owner can log for a teammate or type a name for a sub or day-labor crew.
4. 4If your role sees money, set $/hr. Leave it blank and Managolio uses its blended rate of $68/hr. The dialog shows what the entry will add to the labor ledger before you save.
5. 5Add Notes if the hours need explaining, then save.

Anyone with Field Ops access can log a material, Crew included, because they are usually the ones buying and logging them. A money-blind role enters the cost and the confirmation quotes what they typed, but the stored total is then withheld from them, the same as labor. There is no receipt upload on a material log yet, so photograph the receipt in the Photos tab if you need it on file.

1. 1Open the job in Field Ops and go to the Materials tab.
2. 2Tap Log materials.
3. 3Enter the Description and Total cost. Vendor is optional.
4. 4Set the Date and save. A Materials line is added to the cost ledger at the same time.

Photos are internal. There is no toggle that publishes a job photo to the customer portal, so nothing you shoot on site reaches the customer unless you send it yourself. Each project holds 30 photos by default, and the counter under the button tells you where you are. Deleting one removes the file for good.

1. 1Open the job in Field Ops and go to the Photos tab.
2. 2Tap Add photo. On a phone this opens the camera straight away.
3. 3JPG, PNG, WebP, HEIC and HEIF are accepted, up to 3 MB once compressed. Managolio shrinks the file for you before it uploads.
4. 4Tap any photo to view it full size, or use the bin icon on the tile to delete it.

Every job photo is one shared set, whichever door you came in through. A photo you add in Field Ops, on the project page under Photos, or as an image on the Documents page all land on the same project and count against the same per-project photo limit. There is one copy, not a duplicate per surface: the Documents page lists it as an image and the Photos pane shows the thumbnail, but it is the same file. Delete it from any of those places and it is gone everywhere at once.

The punch list lives in Field Ops, on the job's Punch tab. Adding the first item moves the project to Punch List.

1. 1Open the job in Field Ops and go to the Punch tab.
2. 2Tap Add punch item, then fill in Item, an optional Detail, and pick an Assignee from your team (or leave it Unassigned).
3. 3Move each item along with the status picker: Open, In Progress, Complete, Verified.
4. 4Crew can take an item to Complete. Only a supervisor can mark one Verified, or move a verified item back, so sign-off stays a second set of eyes.

The report is timestamped and kept on the job with who filed it, and stays on the Safety tab for anyone with Field access. Nothing is emailed out, so if it needs attention right now, call your Operations lead as well.

1. 1Open the job in Field Ops and go to the Safety tab.
2. 2Tap Report incident.
3. 3Pick the Type: Injury, Property Damage, Near Miss, or Equipment Failure.
4. 4Pick the Severity: Low, Medium, High, or Critical.
5. 5Set When it happened, describe What happened, and add Actions taken if you already did something about it. Then save.

Each job has one cost ledger, and exactly three things write to it: a time entry becomes a Labor line, a material log becomes a Materials line, and anything else is a cost you add by hand. Permit fees, subcontractor invoices, equipment rental and dump runs do not flow in on their own, so add those yourself or the actual margin will read better than the job really is.

The budget is the snapshot copied from the accepted estimate when the job was created. Costing compares it to what has actually been spent. It is there on bid jobs only, so a Maintenance project bills on its recurring schedule instead and shows no Costing tile.

1. 1Open the project from Projects and choose the Costing tile. It slides open in a panel.
2. 2Read across each category: Budget, Actual, Variance, with a bar showing percent of budget. A line that is over budget gets a warning triangle and turns red.
3. 3Categories are Labor, Materials, Permits & Fees, Equipment, Disposal, Subcontractors, Contingency and Other. Lines with no budget and no spend are hidden.
4. 4The summary underneath shows Contract, Actual cost, Actual margin with its A to D job grade, and Planned margin, so you can see erosion against what you sold.

Hand-entered costs are how permit fees, sub invoices and one-off purchases reach the ledger.

1. 1Open the project, open the Costing tile, and tap Add cost.
2. 2Pick the Category, write a Description, enter the Amount and the Date, then save.
3. 3The entry appears under Cost ledger, tagged with its category, its source and its date.
4. 4To remove one, use the bin on its row. Deleting a Time entry or Material line here also deletes the Field Ops entry behind it, and the confirmation says so.

Crew are money-blind on purpose. They can add daily logs, time, materials, photos, punch items and incidents, and they see hours and worker names. They never see labor rates, labor totals, material costs, the cost ledger or the Costing tile, and every money figure is stripped out on the server rather than just hidden on screen. When Crew log time the rate box is not shown, and the entry is costed at the standard $68/hr. When Crew log a material they enter its cost and the confirmation quotes the figure they typed, but the stored total is withheld from them afterward like any other cost.

Field operations is an optional module. Turning it off removes Field Ops from the sidebar and search, and stops new projects using it. Jobs already running with it keep their field tabs and their history, and nothing is deleted.

1. 1Open Settings → Modules (Owner and Operations only).
2. 2Under Available modules, switch Field operations off or back on.
3. 3You cannot switch it off while anyone on the team has the Crew role, because it is their only workspace. Change or remove those team members first.