Costs, Vendors, and Services

Learn how to navigate Services, Costs, and Vendors in OneCrew and review the information used throughout estimating and Project workflows.

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Overview

OneCrew uses Services, Costs, and Vendors throughout the estimating and Project workflow.

These settings may affect:

  • Estimate pricing
  • Labor, material, equipment, and trucking costs
  • Subcontractor costs
  • Project margins
  • Job costing
  • Reporting and analysis

Before making changes, it is important to understand how these three areas work together.

  • Services are the types of work added to Estimates and Projects.
  • Costs are the labor, materials, equipment, trucking, subcontracting, and other inputs used to complete that work.
  • Vendors are outside companies that provide materials, trucking, equipment, subcontracting, or other products and services.

A Service may use several Cost records, and some Cost records may be connected to a Vendor.

Understanding the Three Settings Areas

Services

Services define the types of work that can be added to Estimates and Projects.

Examples may include:

  • Asphalt repair
  • Concrete work
  • Sealcoating
  • Striping
  • Drainage work
  • Other business-unit-specific work

A Service may include:

  • Service name
  • Category
  • Unit
  • Labor
  • Materials
  • Equipment
  • Trucking
  • Default quantities or formulas
  • Pricing or margin information
  • Notes or descriptions

Costs

Cost records represent the expected business cost of labor, materials, equipment, trucking, subcontracting, or other job inputs.

Cost records may include:

  • Cost name
  • Cost type
  • Unit of measure
  • Current rate
  • Vendor
  • Business-unit availability
  • Active or inactive status
  • Notes

Vendors

Vendor records represent outside companies that provide materials, equipment, trucking, subcontracting, or other products and services.

Vendor records may include:

  • Vendor name
  • Contact information
  • Products or services provided
  • Related Cost records
  • Pricing
  • Notes
  • Business-unit availability

Working with Services

Find a Service

  1. Go to Settings → Services.
  2. Look for the Service by name.
  3. Review similar or inactive records.
  4. Open the correct Service.

Do not create a new Service until you have confirmed that an appropriate record does not already exist.

Review a Service

Confirm:

  • The Service name is clear and current.
  • The correct category and unit are selected.
  • Required labor items are included.
  • Required material items are included.
  • Required equipment items are included.
  • Trucking is included when applicable.
  • Default quantities and formulas are reasonable.
  • Outdated or duplicate Cost records are not being used.
  • The Service matches the current business-unit process.

A Service appearing in OneCrew does not automatically mean it is configured correctly for every business unit.

Working with Costs

Find a Cost Record

  1. Go to Settings → Costs.
  2. Search for the Cost by name.
  3. Review the Cost type and unit.
  4. Open the correct record.
  5. Confirm where the Cost is used before changing it.

Changes to a Cost record may affect Services, future Estimates, and margin calculations.

Labor Costs

Labor Costs represent the estimated cost of crews and labor classifications.

Confirm:

  • The correct labor classifications are available.
  • The assigned cost is current.
  • The correct unit is selected.
  • Duplicate or outdated labor records are not being used.
  • The setup matches the business unit’s estimating process.

Material Costs

Material Costs should reflect the most current verified pricing available.

Examples include:

  • Asphalt
  • Concrete
  • Aggregate
  • Sealer
  • Striping materials
  • Drainage materials
  • Other job-specific supplies

Confirm:

  • The correct material is selected.
  • The unit of measure is correct.
  • The cost per unit is current.

Update material pricing when new verified pricing is received from a Vendor or approved internal source.

Equipment Costs

Equipment Costs represent the expected cost of using owned or rented equipment on a job.

Confirm:

  • The equipment name is clear.
  • The correct unit is selected, such as hourly, daily, or per use.
  • The cost is current.
  • Duplicate or inactive equipment records are not being used.

Equipment Costs should represent the expected business cost, not the customer-facing selling price.

Trucking Costs

Trucking Costs may represent internal trucks, outside trucking Vendors, hourly rates, load-based rates, or other methods.

Confirm:

  • The correct trucking record or Vendor is selected.
  • The rate is hourly, per load, per unit, or another correct method.
  • The current rate is accurate.
  • The setup matches the business-unit process.

Trucking Costs used in an Estimate should later be compared with tickets, submitted Actuals, and Vendor invoices during costing.

Striping and Subcontracting Costs

Content note: Follow the same format used above for Striping and Subcontracting.

Working with Vendors

Find a Vendor

  1. Go to Settings → Vendors.

Before creating a new Vendor, confirm that an appropriate record does not already exist.

Review a Vendor

Confirm:

  • The Vendor name is accurate.
  • The Vendor is not already listed under another name.
  • Contact information is current.
  • The Vendor is connected to the correct Costs or Services.
  • Pricing is current and verified.
  • Inactive Vendors are not being selected for new work.
  • Notes explain special pricing or requirements when needed.
  • The Vendor is available to the correct business unit.

Updating Pricing

When updated Vendor or Cost information is received:

Step 1

Verify the Source

Confirm who provided the information and when the pricing becomes effective.

Step 2

Find the Correct Record

Locate the correct Vendor and Cost record.

Step 3

Review the Existing Value

Review the current rate, unit, Vendor, and business-unit assignment.

Step 4

Enter the Updated Information

Enter the verified cost and confirm the correct unit of measure.

Step 5

Save and Review

Save the update and review any related Service configuration when necessary.

If pricing differs by business unit, location, material type, or Service, confirm that you are updating the correct record.

Before Saving a Change

Before changing a Service, Cost, or Vendor:

  1. Confirm the correct environment.
  2. Confirm the correct business unit.
  3. Search for the existing record.
  4. Review the current configuration.
  5. Verify the replacement information.
  6. Determine whether the setting is business-unit-level or organization-level.
  7. Test unfamiliar changes in Sandbox when appropriate.

Do not replace existing information unless the updated value has been confirmed.

Avoiding Duplicate Records

Duplicate Services, Costs, Vendors, materials, or equipment can lead to inconsistent Estimates and reporting.

Before creating a record:

  • Search using the full name.
  • Search common abbreviations.
  • Review similar records.
  • Check active and inactive records.
  • Confirm the record is not already available at the organization level.
  • Ask for guidance when two records appear to represent the same item.

Use an existing record whenever it is accurate and appropriate.

When to Ask for Help

Ask for guidance before making a change when:

  • You cannot find the correct Settings area.
  • The same or a similar record appears more than once.
  • You are unsure whether the setting is organization-level.
  • The unit of measure is unclear.
  • The pricing source is incomplete or outdated.
  • A Service uses formulas or settings you do not understand.
  • The change may affect multiple business units.
  • The result in Sandbox does not match what you expected.

It is easier to review a proposed change before it is saved than to correct an inaccurate Production configuration afterward.