Assets and job costing
Assets that know their warranty. Jobs that bill what is ordered and installed.
Warranties live on every asset. Job costing tracks what was bought, installed and left over, bills equipment and completion, and gets leftovers returned in time.
One tap, everything updates
Tech marks it installed. The office sees it instantly.Coming soon
Mark installedJ-2291 · Main office
Serial scanned
Axis P3265-LVESN ACCC8E4F21B7
LocationLobby · Fl 1
Photo1 added
Installed
Back office · livejust now
Job CostingJ-2291 completion62% → 65%
Job CostingSOV · CamerasInstalled 18 → 19 · billable +$240
AssetsNew site assetSN ACCC8E4F21B7 · MAC AC:CC:8E:4F:21:B7 · Lobby
AssetsWarranty startedManufacturer Oct 26, 2026 → Oct 26, 2031 · Labor → Oct 26, 2027
Job CostingReturn windowClock stopped for this unit
AssetsService historyInstalled by tech · photo attached
Section A
Assets
Warranties live on the asset record.
Assets · Warranty
Warranty tab on every asset
Manufacturer warranty from ship or install date with the term from the part record, your labor warranty and any service agreement. Expiring warranties is a filter view in the Assets list.
- Warranty tab on the asset record
- Expiring in 30, 60 and 90 days, filtered by customer, site and brand
- Proof of purchase linked to PO, invoice and serial
Assets · Expiring warrantiesFilter view
Assets Job Costing SettingsSitesCalls
All assetsExpiring warrantiesOut of warrantyCustomer: AllSite: AllBrand: AllType: All
Expiring 30 days14devices
31 to 60 days22devices
61 to 90 days31devices
| Device | Site | Type | Ends | Left |
|---|---|---|---|---|
| Axis P3265-LVE SN ACCC8E4F21A0 | Main office | Manufacturer · 5 yr | Nov 18, 2026 | 23 days |
| Mercury LP1502 SN 1502-77341 | Warehouse | Labor · 1 yr | Dec 2, 2026 | 37 days |
| UniFi USW-Pro-24-PoE SN 245A4C9E1B02 | North clinic | Manufacturer · 1 yr | Dec 14, 2026 | 49 days |
| Verkada CD52 SN VK-CD52-90A1 | Main office | Service agreement | Jan 9, 2027 | 75 days |
Asset · Axis P3265-LVEDetailsWarrantyService historyCredentials
Warranty card
| Serial | ACCC8E4F21A0 |
| Manufacturer | 5 yr from ship · Nov 18, 2021 |
| Labor (shop) | 1 yr from install · ended |
| Service agreement | Camera care plan · to Mar 2027 |
Proof of purchase
PO-3318 · line 4
ADI invoice 77420915 · Nov 18, 2021
Term from part record: 60 mo
Installed Dec 6, 2021 · Dock door
Assets · Claims
Start the RMA from the asset
Serial, PO and invoice attach automatically, and the RMA is tracked through to the credit.
- RMA number on the asset
- Advance replacement tracked
- Billable labor split from warranty labor
- New serial carried onto the asset
Asset · Axis P3265-LVE · Start claimRMA 240-118752
Assets Job Costing SettingsSitesCalls
Failed on call SC-5120 · SN ACCC8E4F21A0 · Start RMA from the assetIn warranty
1
RMA startedAxis · serial, PO-3318, invoice 77420915 attached
2
RMA numberRMA 240-118752 · tracked on the device
3
Advance replacementShipped Oct 27 · UPS 1Z84A… · due Oct 29
4
Failed unit returnedLabel printed · drop by Nov 12
5
Credit receivedMatched to PO-3318 when it lands
Labor on this call
| Diagnose | 0.5 hr · billable |
| Swap camera | 1.0 hr · labor warranty? |
| Shop labor warranty | Ended Dec 2022 |
| Result | 1.5 hr billable to customer |
Asset record
New serial added on swap
Warranty carried from original unit
Failed unit logged to service history
Assets · Renewals
Expiring warranties become quotes
Send a service agreement or replacement quote before coverage ends.
- Service agreement from the device list
- Replacement quote for end-of-life gear
Assets · Renewal quotesFrom warranty dates
Assets Job Costing SettingsSitesCalls
| Site | Ending | Devices | Offer |
|---|---|---|---|
| Main office | Manufacturer + labor | 18 cameras, 1 NVR | Service agreement |
| Warehouse | Labor warranty | LP1502 + 3 MR52 | Service agreement |
| North clinic | Manufacturer | 6 cameras, end of life | Replacement quote |
QUOTE Q-1077Camera care plan · 12 monthsMain office · 18 cameras, 1 NVR
| Annual inspection and cleaning | 1 | included |
| Priority service response | 12 mo | included |
| Covered labor on device failure | 12 mo | included |
| Firmware updates each visit | 2 | included |
Built from 19 expiring warranties
Send to customer Assets · Alerts
Warranty alerts to the right people
Choose who hears about expiring coverage and failures in warranty.
- Per customer, site or brand
- Push, email or digest
Asset alerts
Assets Job Costing SettingsSitesCalls
| When | Who | How |
|---|---|---|
| Warranty ends in 90 / 60 / 30 days | Service manager | Weekly digest |
| Device in warranty fails on a call | Tech, Service manager | Push |
| Claim credit not received in 30 days | Accounting |
Section B
Job Costing
Materials, billing and returns for every job.
Job Costing · Materials
Bought vs installed vs leftover
Every PO line on the job shows what was bought, what techs marked installed, and what is left.
- PO lines on the job
- Installed quantities from the field
- Leftover value at a glance
Job Costing · J-2291 · MaterialsMain office · Phase 2
Assets Job Costing SettingsSitesCalls
MaterialsLaborSOVInvoicesReturns
Bought on POs$24,6844 POs · 38 lines
Installed$19,24878%
Leftover$2,7085 lines · return windows open
| PO line | Bought | Installed | Leftover | Job cost |
|---|---|---|---|---|
| Axis P3265-LVE PO-4410 | 20 | 18 | 2 | $14,360 |
| HID Signo 20 PO-4396 | 12 | 8 | 4 | $3,816 |
| Mercury LP1502 PO-4378 | 1 | 1 | 0 | $2,940 |
| CAT6 plenum 1000 ft PO-4421 | 6 | 5 | 1 | $1,740 |
Job Costing · Billing chain
Ordered builds equipment. Installed builds completion.Coming soon
Depending on each customer’s settings, ordered or received PO lines make equipment billable at sell value. Items a tech marks installed on the phone, with qty and photo, build the billable completion schedule.
- Equipment billed on order, receipt or install, set per customer in Settings
- Tap or scan to mark installed
- Qty and photo on each install
Job Costing · J-2291 · Billing chainOrdered → Received → Installed
Assets Job Costing SettingsSitesCalls
Equipment: on orderOn receiptOn installFrom customer settings
OrderedEquipment billable at sell value, if the customer setting is on order
ReceivedEquipment billable, if the customer setting is on receipt
InstalledLabor billable per the customer labor setting
Equipment billable
Signo 20 ×8 · ordered · $2,544
LP1502 + 3 MR52 · received · $6,180
Completion schedule
Cameras 13 to 18 · installed · $1,440 labor
Mark installedJ-2291 · Dock door
Scan or tap item
Axis P3265-LVESN ACCC8E4F21B7 · PO-4410
Qty− 1 +
Mark installed Adds to the billable completion schedule
Job Costing · SOV
Schedule of values to progress invoiceComing soon
Equipment billed and labor billed in separate columns, % complete per line, retainage from the customer’s settings, and one button to invoice.
- Equipment and labor columns
- % complete and retainage from customer settings
- Less previously billed
- Create progress invoice
Job Costing · J-2291 · Schedule of valuesCustomer settings applied
Assets Job Costing SettingsSitesCalls
| SOV line | Equipment value | Equipment billed | Labor billed | Total billed | Labor left | % complete | Status |
|---|---|---|---|---|---|---|---|
| Cameras, Axis P3265-LVE ×18 | $12,924 | $12,924 | $4,320 | $17,244 | $4,310 | 100% | Installed |
| Access control, LP1502 + 3 MR52 | $6,180 | $6,180 | $1,150 | $7,330 | $2,880 | 62% | Received |
| Readers, HID Signo 20 ×12 | $3,816 | $2,544 | $0 | $2,544 | $0 | 33% | Ordered |
| Lock power, Altronix ×3 | $894 | $0 | $0 | $0 | $0 | 0% | Not ordered |
PROGRESS INVOICE #4 · OCT 2026Main office · Phase 2
| Equipment, newly ordered (Signo 20 ×8, PO-4396) | $2,544.00 | |
| Equipment, newly received (LP1502 + MR52s) | $6,180.00 | |
| Installation, newly installed (cameras 13 to 18) | $1,440.00 | |
| Credit: returned leftover Axis P3265-LVE ×2 (RA 88-20317) | −$1,436.00 | |
| Retainage 10% · from customer settings | −$872.80 | |
| Due this period | $7,855.20 |
Billed to date less previously billed · returned equipment reverses its billed amount on the next invoice
Create progress invoice
Job Costing · Leftovers
Leftovers go back before the window closes
Return windows, alerts at 14, 7 and 3 days, and actions on each leftover. Return credits reduce job cost and reverse billed equipment.
- Assign to another job, move to stock, or return
- Credit lowers job cost
- Billed equipment reversed on the next invoice
Job Costing · J-2291 · Leftovers
Assets Job Costing SettingsSitesCalls
| Leftover | Where | Window left | Value | Action |
|---|---|---|---|---|
| Axis P3265-LVE ×2 | Truck 3 | 3 days | $1,436 | Return started |
| HID Signo 20 ×4 | Job staging | 7 days | $1,272 | Assign to J-2304 |
| CAT6 plenum ×1 | Warehouse | 26 days | $290 | Transfer to stock |
| Return credit to job cost | −$1,220.60 (after 15% restock) |
| Billed equipment reversed | −$1,436 on invoice #5 |
| Job materials cost after credit | $23,463.40 |
Job Costing · Returns due
Returns due across every jobComing soon
One shop-wide list of leftovers by return window, with return requests to Wesco or ADI using the PO and invoice number.
- Warehouse, trucks and job staging
- Restocking fee and days left
- Credit matched to the original PO
Job Costing · Returns due · all jobsAlerts at 14 / 7 / 3 days
Assets Job Costing SettingsSitesCalls
All jobsWarehouseTrucksJob staging
| Item | Where | Window | Left | Value |
|---|---|---|---|---|
| Axis P3265-LVE ×2 PO-4410 · Wesco inv 5530182 | Truck 3 | 30 days · 15% restock | 3 days | $1,436 |
| HID Signo 20 ×4 PO-4396 · ADI inv 77511204 | Job staging · J-2291 | 60 days · 10% | 7 days | $1,272 |
| Altronix AL600ULACM PO-4378 · ADI inv 77490033 | Warehouse | 90 days · 0% | 14 days | $298 |
| CAT6 plenum 1000 ft ×3 PO-4421 · Wesco inv 5531907 | Warehouse | 30 days · 15% | 26 days | $870 |
Assign to jobTransfer to stockStart return
Return request · Wesco
| Items | Axis P3265-LVE ×2 |
| PO / invoice | PO-4410 · 5530182 |
| Restocking | 15% · $215.40 |
| Pickup | Label emailed · UPS pickup Oct 28 |
Credit tracking
Requested Oct 26
RA issued RA 88-20317
Credit pending $1,220.60 to PO-4410
Job Costing · Money view
See what is at stake
Value at risk of missing return windows, credits pending and billed equipment to reverse.
- At-risk value
- Credits pending by vendor
- Reversals queued
Job Costing · Money viewUpdated live
Assets Job Costing SettingsSitesCalls
At risk of missing return window$3,0067 items · 14 days or less
Return credits pending$4,9125 requests · Wesco, ADI
Billed equipment to reverse$1,436next invoice
| Vendor | Credits pending | Oldest | Matched to |
|---|---|---|---|
| Wesco | $2,630 | 12 days | PO-4410, PO-4421 |
| ADI | $1,914 | 9 days | PO-4378, PO-4396 |
| Axis RMA | 1 unit | Oct 27 | PO-3318 |
Section C
Settings
No fixed rules. Every customer bills their own way.
Settings · Billing and warranty
Set it per customer
Shop defaults for billing, retainage, warranty start, labor warranty, vendor return windows and alerts, with overrides for each customer.
- Equipment on order, receipt or install
- Labor by % installed, milestones or completion
- Retainage % and release trigger, blank allowed
- Warranty start per brand, return defaults per vendor
Settings · Billing & warrantyShop defaults + overrides
Assets Job Costing SettingsSitesCalls
Shop defaultsCustomer overridesVendorsBrands
Billing defaults
Equipment billingOn orderOn receiptOn install
Labor billing% installedMilestonesOn completion
Retainage %blank
Retainage releaseOn final completion
Stored materials allowed
Warranty and alerts
Warranty startInstallShipInvoice
Brand overrideAxis: ship date
Labor warranty term12 months
Return alerts14 / 7 / 3 days
Warranty alerts90 / 60 / 30 days
Vendor return defaults
| Vendor | Return window | Restocking |
|---|---|---|
| Wesco | 30 days from invoice | 15% |
| ADI | 60 days from invoice | 10% |
| Altronix direct | 90 days from invoice | 0% |
Customer overrides
| Customer | Equipment | Labor | Retainage | Release | Stored materials |
|---|---|---|---|---|---|
| Customer A | On receipt | % installed | 5% | Substantial completion | Allowed |
| Customer B | On order | Milestones | 10% | Final completion | Allowed |
| Customer C | On install | On completion | 0% | None | Off |
| Customer D | Shop default | % installed | blank | Shop default | Off |
Each job uses its customer's override, or the shop default when none is set
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