Delivery tickets
Every hot-mix and aggregate scale ticket for the job, attached to its expense record with tonnage and date.
Trade finance · Paving
Job cost records for asphalt and paving contractors
On a paving job, costs arrive as a stack of delivery tickets, rental slips, and crew invoices that all look the same by Friday. When the tonnage ticket for the Maple Street lot ends up in the same pile as a sealcoat receipt from a driveway job, you lose track of what each project actually cost. Cash Workspace gives you one job folder per project where you record each cost and attach its ticket, so every load and every rental stays tied to the right address.
The problem
Why paving costs are hard to keep straight
Asphalt jobs generate paper fast, and most of it is delivery tickets and rental slips that all blur together once they're in the truck cab.
- Aggregate and hot-mix delivery tickets pile up loose, so you can't tell which load went to which lot.
- Roller and paver rental slips get mixed across two jobs running the same week.
- Sealcoat and crack-filler material buys are logged 'somewhere' but not against a job.
- A crew subcontractor invoice covers two driveways and never gets split by project.
- At bid-review time you can't reconstruct what the last similar lot really cost per square foot.
The workflow
Record every paving cost against its job
Open a folder per project, then log each cost the same way and attach the ticket before it leaves the truck.
- 1
Open a job folder
Create a folder named for the project, such as '512 Maple St lot — repave', with the address and square-footage note.
- 2
Record each delivery
When a hot-mix or aggregate load arrives, record an expense with the vendor, tonnage, date, and amount, and attach the delivery ticket.
- 3
Log rentals
Record roller, paver, and milling-machine rentals with the rental dates and daily rate, attaching the rental slip.
- 4
Add materials and crew
Record sealcoat, crack filler, tack coat, and any crew subcontractor invoice against the job.
- 5
Note the square footage
Keep the lot or driveway square footage in the folder so you can review cost alongside area later.
- 6
Review before the next bid
Open the closed folder when bidding a similar lot to see what each line actually came to.
Record structure
What to record for each paving cost
A consistent set of fields keeps every load, rental, and invoice findable months later.
- Job folder
- The project this cost belongs to, e.g. '512 Maple St lot'.
- Vendor / supplier
- The asphalt plant, aggregate yard, or rental house.
- Cost type
- Asphalt, aggregate, sealcoat, rental, fuel, or crew subcontractor.
- Date
- The delivery or rental date, so costs land in the right month and job.
- Tonnage or quantity
- Tons of mix or aggregate, or rental days, noted from the ticket.
- Amount
- The line total from the ticket or invoice.
- Delivery ticket
- The scale or delivery ticket attached to the record as a document.
- Square-footage note
- The lot or driveway area, kept in the folder for later review.
Example setup
An example paving job folder
One way to lay out a single repave job inside your workspace.
Equipment rentals
Roller, paver, and milling-machine rental slips with rental dates and daily rates.
Materials
Sealcoat, tack coat, and crack-filler receipts recorded against the job.
Crew invoices
Subcontractor crew invoices for this project, attached as documents.
Common mistakes
Mistakes to avoid
- Letting delivery tickets ride loose in the truck so they can't be matched to a job.
- Logging a rental but not the rental dates, so you can't tell a one-day from a three-day job.
- Splitting one crew invoice across two jobs in your head and never on paper.
- Recording asphalt cost without the tonnage, losing the per-ton reference for next time.
- Closing a job without saving the square-footage note you'll want at bid time.
How it helps
How Cash Workspace helps
One folder per job
Keep every delivery ticket, rental, and crew invoice for a project in a single folder tied to its address.
Attach the ticket to the cost
Photograph or upload each delivery and rental ticket and attach it to the expense record so the number and the paper stay together.
Categorized costs
Tag each cost as asphalt, aggregate, sealcoat, rental, or crew so a job's spend is easy to review by type.
Related
Related contractor cost workflows
Concrete job cost records
Keep pour, rebar, and pump costs organized per concrete job.
Equipment rental records
Track roller, paver, and machine rentals across jobs.
Job folder structure
A consistent folder layout for every project you run.
Per-job expense report
Pull one job's costs together for review or handoff.
All finance workflows
Browse the full Cash Workspace workflow library.
FAQ
Paving job cost FAQ
- How do I keep tonnage tickets from getting lost?
- Record an expense the moment a load arrives and attach the scale ticket to it. The ticket photo and the cost stay in the job folder together, so a lost paper slip isn't the only copy.
- Can I see the cost per square foot for a job?
- You can keep the square-footage note and each recorded cost side by side in the folder for your own review. Cash Workspace organizes the records; it doesn't calculate a per-square-foot figure for you.
- What about a crew invoice that covers two jobs?
- Record it once per job with the portion that belongs to each, attaching the same invoice to both so each project shows its real share.
Organizing help — not tax, accounting, or legal guidance
Cash Workspace is a free workspace for organizing invoices, expenses, receipts, clients, and documents. This page is organizing guidance only — not tax, accounting, legal, or bookkeeping guidance. Cash Workspace does not connect to your bank, does not scan or read your receipts for you, and does not move or collect payments. Whether an expense is deductible depends on your situation, so confirm it with a qualified accountant or tax professional.
Keep every load tied to its job
Start a free workspace and open a folder per paving project, so every delivery ticket, rental slip, and crew invoice stays with the right address from first load to closeout.