Work Breakdown

Overview

In Workbench, Work Breakdown organises business and project into smaller, manageable sections, streamlining the cost management. It decomposes the project into components, improving tracking and oversight. Each component offers detailed insights into costs, resources, and tasks. As a result, configuring these components is essential during the initial setup for any new onboarding client.

Description

Financial entities

Also called financial companies, are unique legal entities of the Workbench’s client, not the suppliers or subcontractors. They facilitate the initiation of Accounts Receivable and Accounts Payable transactions among your financial entities and allow the setting of various defaults for each. In the absence of multiple financial companies, Workbench necessitates at least one financial company to function. Read more

Profit Centres

Profit Centres sit under Locations and Financial Companies with one job must be assigned to at least one Profit Centre. They add another filter option for reporting, and are a potential source for General Ledger (GL) code. Profit Centres can be grouped in Profit Centre Groups.

To access or use a Job, at least one Profit Centre Group must be assigned to a User. The User will then be limited to viewing or entering data only for Jobs associated with the Profit Centres in their assigned groups. Read more

Jobs

Job is a business project and serves as the central unit of Workbench system. Each job can be divided into a maximum of 5 'Sub jobs', allowing for detailed tracking and management of complex projects. A job has multiple properties and components described in the Job breakdown page.

One job has ONE contract only.

Sub jobs

A complex job can be broken down into sub-jobs that act as child jobs. Additionally, sub-jobs can be established for both new and existing jobs. For instance, if there's a year-long job for park maintenance and a new task emerges to install irrigation system, this can be classified as a sub-job under the park maintenance job, maintaining its own costs and revenue.

Each sub-job possesses its own Job Charge Type and individual settings.
The Job Charge Type for sub-jobs may differ from that of the parent job.

Work Centres

A Work Centre is designated to name a department or stage in the job for purposes of Job Budgeting, Purchasing, and Billing analysis. It can be specific, like "Demolition" or "Final Clean" for builders, or more general, like "Stage 1" or "Stage 2" for a construction project. For example, in the park maintenance job, Work Centres could include "Lawn Care", "Tree and Shrub Maintenance", "Irrigation Systems", and "Pathways and Benches". Companies may customise their Work Centres to fit their needs.

Work Centres are positioned between Jobs and Activities and can be organised into Work Centres Groups, for an additional layer of reporting, which is beneficial when subtotals for various Work Centre groups are needed. Read more

Activities

In Workbench ‘Activities’ are the foundation elements for recording job transactions and linking them to the General Ledger (GL) codes in integrated financial systems like Xero or MYOB. Each activity can be categorised using its Code Type to determine its application within the system. For instance, activities for the Park Maintenance Job sample may be assigned a specific GL codes, facilitating precise financial tracking and reporting:

Please note that the GL Codes in this example is solely for reference purposes.

Lawn Mowing: Activity Code: LM01, GL Code: 7000 - Maintenance Expenses
Tree Pruning: Activity Code: TP01, GL Code: 7010 - Horticultural Services
Irrigation Repair: Activity Code: IR01, GL Code: 7020 - Irrigation Maintenance
Playground Inspection: Activity Code: PI01, GL Code: 7030 - Safety Inspections
Pathway Cleaning: Activity Code: PC01, GL Code: 7040 - Grounds Maintenance