The Automatic Expense Rules that you set here will automatically generate whenever a job closes. Some expenses will be at the opportunity level, and some will be at the job level. On a multi-job opportunity, you will not see any of the automatic expenses populate in the profitability section until at least the first job has been closed.
Each of the Automatic Expense Rules can be enabled or disabled. For example, if you operate out of a state that does not have to pay payroll tax, you can disable this rule and not count that as an expense.
When a job is closed SmartMoving will look at the Automatic Expense Rules and if the expense is enabled, the rule for that expense will run. For example, SmartMoving will view if the Automatic Expense Rule for Payroll is enabled, if it is then SmartMoving will run the rule for payroll for that job. That process will repeat for each rule.
Compensation, Taxes, & Insurance
Payroll
Crew Payroll Expenses will populate based on the payroll that is calculated from the accounting tab. The amount that your crew is paid out in payroll will match the payroll expense on the profitability tab. To Configure Crew Payroll click Configure Crew Payroll to be brought to your crew member list. This expense is calculated at the job level.
Sales Commission
Sales Commission expenses will calculate automatically based on the commissions that are calculated automatically from the accounting tab. The total commissions that your salesperson has earned from the accounting tab will match the sales commission expense on the profitability tab. This expense is calculated at the job level if paying your sales commissions with the custom option. If your sales commission is based on the invoice subtotal the expense will be calculated at the opportunity level. There is a link provided for you to configure your sales commissions.
Payroll Taxes
Payroll taxes can be configured per branch as a percentage. Each office user needs to be assigned a branch for this to be tracked for each user. SmartMoving will alert you if any of your office users are missing a branch assignment.
Also, there is a link to view the payroll tax settings for each branch available for you. Once that link is selected, you will be brought to a screen where you can configure the payroll taxes for all branches.
Workers' Comp
Workers' Compensation is calculated by percentage for each branch. This percentage is applied to wages and commissions. For this expense to be tracked, office users and crew members must be assigned to a branch. SmartMoving will notify you if any users are missing their branch assignment. This expense is calculated at the job level.
There is a link available on this Automatic Expense Rule that will take you to your Workers' Comp settings for each branch.
Equipment & Fuel
Truck Expenses
The mileage for truck expenses can be calculated by portion or by radius for all trucks. Each truck will be configured as an expense. This expense is calculated at the job level.
Truck expenses can be calculated in three ways:
Per Mile: Enter the dollar amount per mile that the truck costs per job to your company as an expense. This amount will apply as an expense each time this truck is dispatched to a job.
Flat Fee: Enter the dollar amount that the truck costs per job to your company as an expense. This amount will apply as an expense each time this truck is dispatched to a job.
Flat Fee + Per Mile Fee: Enter the flat dollar amount per job that the truck costs your company plus a fee per mile that the truck costs your company each time it performs a job. This combined amount will be reflected as an expense whenever this truck is dispatched to a job.
You will enter the amount that each truck costs your company per job in the spaces provided by each track name.
SmartMoving will notify you if you are missing the expense configuration for one of your trucks.
Fuel Costs
The mileage for fuel expenses can be calculated by portion or by radius for all trucks. Each truck will be configured as an expense. The fuel costs are calculated per mile and truck dispatched to the job. This expense is calculated at the job level.
Fuel Costs can be calculated in two ways:
Flat Fee Per Mile: Enter the dollar amount per mile that it costs your company in fuel to dispatch that truck to a job.
Miles Per Gallon: Enter the number of miles that the truck can drive per gallon of gas that it holds. For this option, you will enter the current cost of fuel per gallon in your area.
Fees
Lead Cost
The cost per lead that SmartMoving will automatically calculate as an expense. Only third-party lead providers will automatically populate, based on your lead provider settings. Other lead sources should be entered as manual expenses. There is a link to your lead provider settings that you can use to adjust your cost per lead. This expense is at the opportunity level.
Credit Card Processing Fees
Credit Card Processing Fees will determine how much of your processing fee is related to the cost to your company. There is a link that will direct you to where you can enter your wholesale credit card processing fee. This is the fee that is charged to you by your credit card company. The fee that your customers pay to you can be configured in your Accounting Credit Card Fee Settings. Any amount that is left over from the fee will be calculated as revenue to your company. These two fees may not be the same number if you mark up your wholesale rate. This expense is calculated at the opportunity level.
Materials & Third-party Services
Materials
Material expenses will be calculated based on the cost of the material that is entered in your tariff settings. There is a link provided that will take you directly to your tariff settings where you can enter the cost of the materials. This expense is calculated at the job level.
Once you have navigated to your materials settings, inside of your tariff you will select to edit the material. In the cost field, you will enter the amount that the material costs your company each time it is sold.
Third-party Service Fees
Third-Party Service Fee expenses, such as additional services will be calculated based on the cost that is entered in your tariff settings. A link has been provided that will take you directly to your tariff settings where you can enter the cost of the third-party services. This expense is calculated at the job level.
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