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Set Up Job, Project, Customer, Task, Mileage, Costing Features and View Reports

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Overview

The admin has the option to ask or require employees to punch into a job, department, project, task, or customer and track mileage.  This is found in "Employees" at the top of the screen, then click on the employee name.  At the bottom left, you will then see "Job & Project Costing" and the on/off option.  All need to be set up prior to use.  Note that the job code does not show on the time card, just the job name. If the employee punches into a department, it will show on the time card. 

Setup

Below are the instructions on how to add jobs, departments, projects, tasks, or customer and mileage tracking for employees as an administrator or manager.

Adding Jobs

  • Step 1: Log in as the administrator.
  • Step 2: Click Settings at the top of the screen.
  • Step 3: Select Jobs.
  • Navigate to Jobs menu
  • Step 4: Click Add Job.
  • Step 5: Enter the Job Name.
  • Step 6: Enter the Job Code.
  • Step 7: Click Save.

Job setup example

Switching Jobs

  • Step 1: Log in as an employee.
  • Step 2: Click Switch Job.
  • Step 3: Select the next job.
  • Step 4: Click Update.

Entering Customers, Projects, and Tasks

  • Step 1: Log in as the administrator.
  • Step 2: Click Settings.
  • Step 3: Select Job & Project Costing Setup.
  • Step 4: Fill in the fields for each job or project.
  • Step 5: If more than three are needed, save the first three, then continue adding more.
  • Step 6: To edit type names, click the pencil icon, enter the new name, and save.
  • Step 7: Add sub-projects or sub-tasks using the down arrows.
  • Step 8: Click Save.

Job and project costing setup example

Exporting Job & Project Costing Setup

The Job & Project Costing Setup page allows you to create and organize customers, projects, and tasks. You can also export this setup into a CSV file for reporting, sharing, or archiving.

How to Export

  • Step 1: Go to the Job & Project Costing Setup page.
  • Step 2: Click the Export button (upper-right corner).
  • Step 3: Select CSV format.
  • Step 4: Open the downloaded file in Excel, Google Sheets, or another tool.

What the Export Includes

  • ID – Unique identifier for each record.
  • Type – Customer, Project, or Task.
  • Level – Hierarchy (1 = Customer, 2 = Project, 3 = Task).
  • Code – Code assigned to the record.
  • Name – The name of the customer, project, or task.
  • Status – Active or Inactive.
  • Parent Code / Parent Name – Links projects to customers and tasks to projects.
  • Parent ID – System ID of the linked parent.
  • Created Date – When the record was created.

Business Use Cases

  • Project Auditing – Ensure all projects and tasks are aligned with business needs.
  • Payroll Accuracy – Confirm tasks are properly set up for job costing.
  • Department Coordination – Share with HR, accounting, or managers for consistency.
  • Data Analysis – Filter and analyze records in Excel or Sheets.
  • Record Keeping & Compliance – Archive exports for audits or compliance checks.
  • Simplifying Setup Reviews – Spot inactive or duplicate records for cleanup.

Adding Departments

  • Step 1: Log in as the administrator.
  • Step 2: Click Settings.
  • Step 3: Select Departments.
  • Step 4: Click Add Department.
  • Step 5: Enter the department name.
  • Step 6: Enter the department code.
  • Step 7: Click Save.

Department setup example

Turning on Mileage Tracking

  • Step 1: Log in as an administrator.
  • Step 2: Click My Team.
  • Step 3: Select an employee.
  • Step 4: In the General tab, turn on Allow Entering Mileage.
  • Step 5: Click Save Settings.

Enable mileage tracking for employee

Adding Mileage to a Time Sheet

  • Step 1: Click Time Cards.
  • Step 2: (Optional) Rename “Mileage” (e.g., “Parts Made”).
  • Step 3: Click Add Day.
  • Step 4: Select the date.
  • Step 5: Select the employee (this activates Add Mileage).
  • Step 6: Click Add Mileage.
  • Step 7: Enter the total count.
  • Step 8: Add notes if needed.
  • Step 9: Click Save.

Adding mileage to a time card

Adding Mileage as an Employee

  • Step 1: Log in as an employee.
  • Step 2: Click My Time Card.
  • Step 3: Click Add Hours.
  • Step 4: Enter the date and mileage (add notes if needed).
  • Step 5: Click Add, then Save.

Note: This information will appear on the time card next to the corresponding date. If you need to customize the columns on the time card, learn more by clicking here.

Viewing Job Costing Reports

  • Step 1: Log in as an administrator or manager.
  • Step 2: Navigate to Time Cards.
  • Step 3: Click More (below the Print and Email buttons).
  • Step 4: Select Job and Project Costing Reports.
  • Step 5: Enter the date range.
  • Step 6: Check at least one option under Totaling Options.
  • Step 7: The report will display automatically.

Troubleshooting

A
On the time cards page check the box “punches,” then click “print.”
A
In the employee profile under job & costing, switch the rule to “On, required.” This will ensure a selection must be made.
A
In order to be able to select a job you need to make sure that in the employee profile under "General - Job & costing" the settings is "On."
A
We do not currently send this information over with our import automatically, but you can download this report and enter in the information we track for you.
A
No. Currently this reporting option can only be done on the website. To get to the report click your initials in the app and launch into the browser and follow the website instruction above.
A
No. Currently, job and costing reports will not go over from OnTheClock automatically.

Add Jobs

  1. Step 1: Log in as the administrator.
  2. Step 2: On the dashboard, scroll down to the "Add Something New" section and tap the "+".
  4. Step 3: Select "Job."
  5. Step 4: Enter “Job Name.”
  6. Step 5: Enter “Job Code.”
  7. Step 6: Tap the “Save” button.

Switching Jobs

  1. Step 1: Log in as the employee.
  2. Step 2: Click the "Punch in/out" icon.
  3. Step 3: Click "Switch Job" at the bottom.
  4. Step 4: Select the next job.
  5. Step 5: Click "Update."

Entering Customers, Projects, and Task

  1. Step 1: Log in as the administrator.
  2. Step 2: Tap "More..." then click the gear icon in the right corner.
  3. Step 3: Choose "Job & Project Costing Set up."
  4. Step 4: Fill in the blanks for each job or project.
  5. Step 5: Edit type names by taping the gears, entering the new name, and saving it.
  6. Step 6: Add sub-projects to customers and sub-tasks to projects using the down arrows.
  7. Step 7: Save your changes by clicking the “Save” button.

Add Departments

  1. Step 1: Log in as the administrator.
  2. Step 2: On the Dashboard, scroll down to the "Add Something New" section and tap the "+".
  3. Step 3: Select "Department."
  4. Step 4: Enter the "Department Name."
  5. Step 5: Enter the "Department Code."
  6. Step 6: Click the "Save" button.

 

Adding Mileage to a Time Sheet as an Employee

  1. Step 1: Log in as an employee.
  2. Step 2: Click “My Time Card” at the top of the screen.
  3. Step 3: Click the “Add Hours” button.
  4. Step 4: Select “Date,” and enter “Mileage” (with optional “Notes”).
  5. Step 5: Click “Add” and then “Save.”

When any of the categories are turned on inside an employees profile they will now be prompted at clock in to select from a drop-down list. Employees who have job selection turned on will have the ability to switch jobs.

What to Expect

Viewing Job Costing Reports

  1. Step 1: Log in as an administrator or manager via the mobile browser.
  2. Step 2: Tap initials and tap " Launch in Browser" and navigate to “Time Cards.”
  3. Step 3: Click “More” (under the “Print” and “Email” buttons).
  4. Step 4: Click “Job and Projecting Costing Reports.”
  5. Step 5: Enter the dates for this report.
  6. Step 6: Check at least one box under “Totaling Options.”
  7. Step 7: Your report will automatically display.

Troubleshooting

A
In the employee profile make sure the " job selection" is toggled to on. The employee may need to refresh their app.
A
You will want to go to the mobile browser to time cards for additional reporting options.
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What's Next

Getting Started as an Employee

Learn how to use the job costing feature as an employee.

Locations

Learn how to setup employee locations.

Managing Employee Timesheets

Learn how to make corrections and manual adjustments to employee timesheets.