Run a Call tracks unit cost and unit price on every pricebook item. Margin = price − cost. Track cost and you get margin reporting; skip it and you don't.
Why track cost
| Benefit | What you get |
|---|---|
| Margin per line item | On every estimate and invoice. |
| Tech scorecards | Can include average margin per tech. |
| Profitability reports | Show which categories actually pay. |
| Pricing decisions | When a vendor raises a part by 30%, the impact is visible immediately. |
Setting cost on an item
- Pricebook → pick the item.
- Unit cost field — enter what you pay per unit (your invoice from the supplier).
- Save.
The price stays what it was. Margin is calculated client-side: (price - cost) / price.
Markup vs margin
These are different. Don't confuse them.
| Term | Formula | Example |
|---|---|---|
| Markup | (price − cost) / cost | Markup of 100% means the price is 2× the cost. |
| Margin | (price − cost) / price | Margin of 50% means cost is half the price. |
A 100% markup is a 50% margin. A 50% markup is a 33% margin.
Most HVAC shops talk in markup; finance people talk in margin. Both numbers come from the same two fields.
A pricing rule of thumb
| Part | Typical markup |
|---|---|
| Capacitor | 200–300% |
| Contactor | 150–250% |
| Refrigerant | 100–200% |
| Equipment (compressor, condenser) | 25–50% |
These are starting points — adjust for your market.
Where margin shows up
| Location | What you see |
|---|---|
| Estimate preview | Internal view only — customer doesn't see margin. |
| Invoice preview | Same. |
| Jobs report | Grouped by item category. |
| Profitability report | The main metric. |
Hiding margin from techs
Margin shows on estimates and invoices only to office roles by default. Field techs see the customer-facing price, not the cost or margin.
Cost and margin are visible to owner and admin roles only. Staff and field tech roles see the customer-facing price but not cost or margin — there's no per-role toggle today; the role itself gates financial visibility.
Bulk updating cost
When a vendor changes pricing on multiple items:
- Edit items one at a time (default).
- If bulk-edit is enabled for your account, multi-select on Pricebook → Bulk actions → Update cost. (Verify in your account; bulk-edit availability varies.)