Availability
Packages: Enterprise
User Roles: Admin, Manager
Cost Tracking gives you complete visibility into the true cost of executing maintenance work. Automatically capture labor and parts costs, add external expenses, and understand exactly what each Work Order costs your organization.
Why Cost Tracking Matters
The Challenge
Without accurate cost data, you're missing critical insights:
What does preventive maintenance really cost compared to reactive repairs?
Which Assets are the most expensive to maintain?
Are we staying within budget for maintenance operations?
How do we justify maintenance spending during audits?
The Solution
Cost Tracking automatically calculates and displays:
Labor Costs: Time entries multiplied by hourly rates
Parts Costs: Parts used multiplied by unit prices
Other Costs: External services, travel and miscellaneous expenses
Total Costs: Complete cost breakdown per Work Order and Asset
Key Benefits
No extra work for technicians: Costs calculate automatically from existing time entries and parts usage
Accurate historical data: When you enable Cost Tracking, all historical Work Orders are automatically populated with cost data
Budget planning: Understand year-to-date and last 12 months costs per Asset
Audit ready: Export complete cost records with detailed breakdowns
Better decision making: Compare costs across Assets, Work Order types and time periods
Initial Setup (for Admins)
Step 1: Set Default Hourly Rate
Navigate in the main menu on the left side to "Settings" (gearwheel symbol) > "General" > "Workspace" > "Operation"
Scroll down to the "Default Hourly Rate" field
Enter your organization's standard hourly rate for maintenance labor
Click "Save" in the right upper corner
💡 This default rate will be automatically assigned to all users who don't have a specific hourly rate configured.
Step 2: Configure User Hourly Rates
Go to the main menu on the left side to "Settings" (gearwheel symbol) > "General" > "Users"
Click on a user to open their details
Navigate to the “Hourly Rates” tab in the sidebar that opens on the right.
Configure rates:
Fallback Rate: The user's standard hourly rate (optional - uses tenant default if not set)
Date-Based Rates: Add rates that become effective on specific dates (e.g., for raises or seasonal rates)
Click "+" to create new date-based rates
Click "Save"
💡 Date-based rates allow you to track rate changes over time. When calculating costs, the system automatically uses the rate that was effective when the work was performed.
Step 3: Set Part Prices
Navigate to "Parts" in the main menu on the left side
Click on a part to open details
Select “Edit” on the left in the “Properties” section.
Fill in the “Price” field.
Click on “Save.”
💡 Part prices are captured when parts are used. Changing a part price later won't affect costs already recorded.
Step 4: Create and Assign Cost Centers
You can create cost centers in the settings and assign Assets to them. Work Orders automatically inherit the cost center from the linked Asset - without any extra work for technicians. Historical Work Orders are retroactively populated with cost data, immediately creating a complete cost history.
To create cost centers follow the steps below:
Navigate in the main menu on the left side to "Settings" (gearwheel symbol) > "General" > "Workspace" > "Cost Centers"
Add your cost centers one by one with a click on the "+" button in the right upper corner
Now assign the Assets to their respective cost centers:
Navigate to "Assets" in the main menu on the left side
Click on an Asset to open details
Activate the editing mode by clicking on the pencil icon in the right upper corner of the “Properties” section
Fill in the “Cost Center” field.
Save the changes by clicking on the eye icon in the right upper corner of the “Properties” section
Step 5: Configure Permissions (Optional)
By default, only Admins and Managers can view and create costs. If you need to customize permissions for specific user roles, please contact Customer Support via support@remberg.de.
Available cost permissions include:
View All Costs: See all cost entries across the organization
Create and Edit Cost Entries: Add and modify their own "Other Costs" entries
Create and Edit All Cost Entries: Add and modify any "Other Costs" entries, including those created by other users