Availability
Packages: Enterprise
User Roles: Admin, Manager
Cost Calculations
Labor Costs
Formula: Time Entry Duration × Hourly Rate
Duration comes from the time entries logged on the Work Order
Hourly rate is determined by the user's rate configuration at the time the work was performed
If a user had a rate change, historical costs use the rate that was effective when the work was done
Example:
Technician worked 2.5 hours
Hourly rate was $60
Labor cost = 2.5 × $60 = $150
Parts Costs
Formula: Quantity Used × Cost Per Unit
Quantity comes from parts taken from inventory
Cost per unit is the part's price at the time it was used
Later changes to part prices don't affect already-recorded costs
Example:
3 filters used at $15 each
1 belt used at $45
Parts cost = (3 × $15) + (1 × $45) = $90
Other Costs
Manually entered amounts for:
External contractor services
Travel expenses
Equipment rentals
Supplies purchased outside inventory
Any other maintenance-related expenses
Total Costs
Sum of Labor + Parts + Other Costs for the work order
Data Integrity and Historical Records
Automatic Population of Historical Data
When Cost Tracking is enabled, the system automatically:
Creates labor cost entries for all existing time entries
Creates parts cost entries for all historical parts usage
Calculates costs using the rates that were effective at the time of the work
This means you immediately have complete cost history without manual data entry.
Immutable Cost Records
Once created, cost entries preserve the prices and rates from when the work was performed:
Changing a user's hourly rate doesn't retroactively change past labor costs
Changing a part's price doesn't affect costs for parts already used
This ensures accurate historical reporting and audit compliance
Synchronization
Costs stay synchronized with source data:
Deleting a time entry automatically removes the associated labor cost
Deleting a Work Order removes all associated cost entries
Updating a time entry duration recalculates the labor cost
Changing Work Order Asset assignments updates cost tracking for the affected Assets