ToolWatch provides a structured workflow for managing job-related charges. This lifecycle includes calculating unposted charges, making adjustments, and posting finalized transactions.
This article explains how to move through these stages using the Billing Browser, and how to ensure charges are complete and accurate before posting.
What You'll Learn
How to calculate unposted charges by Cost Center
How to review and adjust billing before posting
How to post finalized transactions
1. Calculate Unposted Charges
ToolWatch does not display charges in the Billing Browser until they are calculated.
To calculate new or updated charges:
Expand Job Cost & Billing from the Navigator panel
Select Billing Browser
Click Calculate
Select a cut-off date and time for the calculation
Charges are calculated up to the date/time you select
Use the end of your business day for the most accurate snapshot
You may also project future charges for reporting purposes
In the IsCalc column, check one or more Cost Centers to include
(Optional) In the IsLock column, check Cost Centers you want to lock
Locking prevents others from recalculating or posting until unlocked
Helpful for reviews and approvals
Click Calculate
Wait for the status to show Completed under the Status columns
Close the window using the X
In the Cost Center Selection panel, choose which calculated Cost Centers you want to view
Use the dropdowns to view Job Cost, Billing, or All
In the checkbox filters, choose:
Tools & Equipment
Materials & Consumables
Or both
📌 The Billing Browser now shows all current charges based on the selected filters.
2. Adjust Unposted Charges
Before posting, you can review and adjust charges to correct errors or apply credits:
To Add a Miscellaneous Charge or Credit:
In the Billing Browser, select the appropriate Cost Center
Click + Add Misc. Charge/Credit
If a line item is selected, the charge will auto-associate
Complete the fields to apply the charge or credit
You may leave it unassociated or manually link it to a specific item
Click Save
Additional Adjustments You Can Make:
Put charges on Hold to delay posting
Release Hold before finalizing
Add notes or use filtering to review totals before committing
✅ All adjustments must be made before posting. Charges cannot be changed afterward.
3. Post Finalized Charges
Once you're ready to commit billing records:
In the Billing Browser, click Post
In the Posting window, check the boxes for the Cost Centers you want to post
Or click Check All to select all rows
Click Post
Click Refresh periodically to update status
Once posted, charges are removed from the window
Click X to close
⚠️ Posted charges cannot be edited or reversed. Be sure your review is complete.
Summary: Lifecycle Steps
Stage | Task |
1. Calculate | Define cut-off, calculate charges for each Cost Center |
2. Adjust | Review, hold, or apply credits as needed |
3. Post | Commit finalized charges permanently |