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Working with project finances

The Financials tab is the money ledger for a project: what the job is worth, what’s been paid, what the work is costing, and what you’ve billed. On the mobile app the same tab is called Finance. On the Business plan, Headquarters by XBuild adds operations: pipeline stages, tasks, work orders and crews, and project finances. Compare what each plan includes in Plan comparison. If you don’t see this feature in your account, contact support@x.build. Team members with a Limited role don’t see Financials. They can still open the Construction tab read-only, and its work-order cards show each order’s quoted amount and expected cost, so a Limited member can see what individual work orders cost. Standard members see Financials in full.

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1. The numbers at the top

Nothing here is typed in. Draft and voided change orders and voided payments never count. Under the balance you’ll see the deposit due, and the deductible on insurance jobs. Balance due is what the customer owes on the whole job. Each customer invoice also has its own balance — its total minus the payments applied to it.

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2. The margins

None of the margins count payments received. The P&L card switches between Production margin and Projected Actual, broken into Labor, Material, and Other.

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3. Record payments

Click Record payment, fill in the fields, and click Record payment: A payment lowers the balance due as soon as it’s recorded — Cleared is for your records and doesn’t change any balance. Each payment row has a Cleared/Pending toggle, an edit pencil, and Void payment. A voided payment stays on the ledger but drops out of every balance. Payments made through XBuild record themselves: a proposal deposit (see Deposits and getting paid) and an invoice paid through its pay link.

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4. Track costs

Click Add cost and fill in what you know: Description, Amount, Date, Category (Labor, Material, Misc, or Commission), Trade, Vendor or payee, Work order, Crew, Commission payee, a Note, and the Bill or receipt. Every cost is either Projected or Billed:
  • Projected — what you expect to spend. Every work order and material order adds its planned costs automatically; edit those on the work order itself.
  • Billed — a cost backed by a bill. Attaching a document marks it billed. For cash, in-house, or verbal costs, use Mark billed — no document (cash, in-house, verbal).
A billed cost can also be marked Paid — a cash-flow marker only; it isn’t part of any margin. For a return, check This is a return / credit and enter the amount as a positive number. Costs group by trade and by LABOR, MATERIAL, and OTHER (Misc and Commission). Switch between By trade and Merged. When no more bills are coming for a group, click Mark settled — the projection stops counting what’s left. A new bill reopens it.

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5. Funding, deposit, and invoices

  • Funding — on insurance jobs, split the contract total between Insurance and Homeowner, with a terms note. Insurance plus Homeowner must add up to the contract total, so the split is set once the contract is signed. The Deductible is part of the homeowner’s share, not added on top, and you can enter it any time, even before signing. Press Enter to save, Esc to cancel.
  • Deposit — choose None, 10%, or 50/50 for this job. The deposit becomes something you can invoice; once it’s on an invoice, the amount is fixed. This is separate from the deposit homeowners pay on a proposal, set in Settings → Money.
  • Invoices — bill the homeowner or the carrier for completed work, change orders, and the deposit. See Customer invoices.
The By trade section at the bottom shows each trade’s quoted amount against its costs, with Generate invoice for [Trade] → once the trade’s work is complete.

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6. On the mobile app

The mobile app’s Finance tab shows the same sections. You can record, edit, and void payments; add, edit, and delete costs, mark them billed or paid, and settle; set the deposit and funding; and act on existing invoices. Generating and first sending invoices is on the web app.

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7. Troubleshooting common issues

  • The balance due looks wrong. One of its inputs is off: a payment recorded twice or not at all, a change order agreed but never authorized, or one that should have been voided. Fix the record and the balance follows.
  • I marked a payment cleared and the balance didn’t change. Cleared is for your records — the balance dropped when the payment was recorded.
  • The invoice’s balance and the balance due don’t match. They measure different things. Balance due is the whole job; an invoice’s balance counts only payments applied to it. Apply the payment to the invoice from its edit pencil.
  • A deposit paid through XBuild shows up twice. XBuild records those automatically — if someone also entered it by hand, void the manual one.
  • The margins look too rosy. Costs are probably still mostly projected. Record bills as they come in.
  • I can’t edit a cost that came from a work order. Its numbers come from the work order — change them there.
  • I can’t mark a cost paid. Mark it billed first.
  • I don’t see the Financials tab. It’s part of select plans and hidden from Limited roles. Ask your admin, or contact XBuild Support.
For further assistance, contact XBuild Support at support@x.build.