Project recalculation
The recalculation on a project gives you a clear overview of all costs in the project. The recalculation is completed automatically with the costs of the modules (quotations, change orders, work orders, incoming invoices, internal supply orders, etc.) that are linked to this project.
Would you rather see a financial overview of what has been invoiced to date against the costs incurred? That is not a recalculation (a recalculation only covers the costs you budget and realise on a project), but a financial overview of your project. You will find it in the project overview in the 'financial' tab.
Quick navigation:
- Where do I find the recalculation?
- Views: levels, cost price/quantity, columns
- Settings
- Questions about the recalculation
Where do I find the recalculation?
You can view the recalculation overview in 2 places:
- In the project itself - this covers the recalculation of that one project
- In the 'analysis' tab of the project overview - this covers the recalculation of all the projects you filter on.
Possible views
There are 4 ways to determine and set up the recalculation in Robaws yourself:
- You can determine the grouping of the recalculation
- You can determine the subdivision of the recalculation
- You can determine the view (cost price or quantity)
- You can determine which columns are included in the overview
Grouping and subdivision
The levels let you decide how you want to break down the recalculation. That way you can view the recalculation by cost type, by activity, by post, by item, etc.
The grouping is shown in the left-hand column of the recalculation.
The subdivision is the breakdown below the grouping when you click it open.
These can be broken down into the following levels:
Level | Explanation |
|---|---|
Cost type | Breakdown by cost type (labor, material, equipment, indirect cost, subcontractor) |
Item | Breakdown by item (only when the item is known in Robaws) |
Breakdown by activity | |
Post | Breakdown by post of the quotation (this function first has to be activated in settings > projects > recalculation > post) |
Item type | Breakdown by item type of the items used (according to the item file) |
Description | Breakdown by 'description' |
Status | Breakdown by status of the documents linked to the project |
Nr. | Breakdown by document number (for example by work order number, quotation number, supply order number, etc.) |
Project | Breakdown by project (useful in the recalculation of the project overview) |
Order | Breakdown by order (only the lines of the work orders that are linked to an order through execution, not the order lines themselves) |
Item group | Breakdown by item group of the items used (according to the item file) |
None | No breakdown: you see the total amount per column. |
Cost price or quantity
The calculation can be displayed on the basis of cost price or on the basis of quantity.
Columns
The various columns give you a clear view of the recalculation. To read them properly, it is important to understand where the figures come from.
When you hover the mouse pointer over a column title, its composition is shown, so you know how the figure in that column was calculated.
A total amount per column is shown at the top.
The first 3 columns give a general picture of the budget foreseen against the effective costs:
Column | Calculation | Explanation |
|---|---|---|
Remaining | Budgeted costs - effective costs | The budget you have left to carry out your project (green = positive, red = negative) |
Budgeted | Cost price of quotations + change orders that are active on the project | The budget you have foreseen in the quotation and/or change order to carry out this project. |
Realised | Cost price of incoming invoice + work order + delivery note intern - Time & Materials | The costs you have already incurred so far while carrying out this project. |
The next columns show the details of the execution, so you can see them as a deeper level of the 'realised' column:
Column | Calculation | Explanation |
|---|---|---|
Supply order | Total of all supply orders with the type 'supply order' and 'OA' that are linked to the project | The supply orders are shown in the recalculation for information only. They do NOT count as an incurred cost. They do indicate that an incoming invoice will probably follow (and that invoice will count as an incurred cost). |
Incoming invoices | Total of all incoming invoice lines linked to the project. | All purchases you have linked to this project through an incoming invoice. |
Incoming invoices remaining | Supply orders - incoming invoices | The amount you can in principle still expect in incoming invoices, taking into account the supply orders placed and the incoming invoices received. |
Work orders | Total of all work orders (standard + Time & Materials) linked to the project. | All working hours and material registered through a work order and linked to this project. |
A number of columns give further insight into the income you have budgeted:
Column | Calculation | Explanation |
|---|---|---|
Budgeted margin | If budgeted income = 0, then budgeted margin = 0. Otherwise the following formula is used for the calculation: 100 * (budgeted income - budgeted costs) / budgeted income | The margin (in €, not in %) you have foreseen in the quotation and change orders linked to this project. |
Budgeted income | Selling price of quotations + change orders that are active on the project | The amount you will in principle invoice for this project, based on the selling prices in the quotations and change orders linked to this project. |
If you make forecast changes, these columns give more insight:
Column | Calculation | Explanation |
|---|---|---|
Forecast delta | Total of the forecast changes | Extra or reduced budget you have to carry out the project, based on the manual forecast changes |
Forecast | Total of budgeted costs + forecast delta | Total adjusted budget you have to carry out the project, based on the quotation + change orders and the manual forecast changes |
Forecast result | Total of budgeted margin - forecast delta | Adjusted margin, taking the manual forecast changes into account |
For completeness, the column with Time & Materials work is shown as well, but this work is never budgeted anyway and therefore stands apart from the budgeted and effective costs:
Column | Calculation | Explanation |
|---|---|---|
Time & Materials | Total of all work orders in 'Time & Materials' linked to the project | Cost price of the Time & Materials work carried out for this project |
Settings
- levels and view: in Settings > Projects > Recalculation you can determine which levels are set as standard and which view you want.
- recalculation by post: here you also tick the box if you want to be able to recalculate on the basis of posts. Please note! The recalculation at post level will only be visible for the data entered AFTER this activation. So you will not find the data from a quotation that had already been created in the post recalculation.
- columns: in Settings > Projects > Overviews > Recalculation overview you can determine which columns are visible within your recalculation.
Questions about the recalculation
I don't see any amounts, even though documents are linked
- check whether the COST price is filled in correctly in each of the linked documents (work order, quotation, etc.). Only the cost price is taken into the recalculation.
- check whether the document is linked to this project
- check whether the quotation is also set to active on this project. Only active quotations are taken into the recalculation.
- check whether the quotation really is a calculated quotation. A recalculation is not possible on simple quotations.
I want to recalculate at post level, but I don't see any data
- check whether the correct setting is ticked
- check in your quotation whether the 2nd column 'post' is actually filled in. If not, this is probably a quotation that was created before you activated the 'post' setting on the project. In that case, fill in the posts manually in this quotation
Material included in both a work order and an incoming invoice is counted twice in the recalculation
That is logical, since costs coming from a work order and from an incoming invoice are both regarded as 'realised' costs. You can avoid this by breaking the allocation of the costs for the purposes of the recalculation in the incoming invoice. To do so, tick the 'X' column on the invoice line that must NOT be taken into the recalculation. That way the incoming invoice is still linked to the project, but the costs of the ticked lines are included in the project recalculation as 'not active'.
Updated on: 04/09/2026
Thank you!