Filter set · HVAC-FS-20
$192.00
4 × $48.00 = $192.00
Diego R. · 22 Apr 2026 08:32
Governance · Cost composition
What this work order actually cost, line by line.
Labor, parts, and other costs sit on the same work-order record. Rate snapshot at timer start. Every line actor-attributed. Full audit trail.
Labor costParts costContractor chargeRate snapshotActor-attributedAudit trail
Cost composition
Work order · WR-2026-2134
HVAC quarterly service
Block A · Scheduled 26 Apr 2026
Record total
$1,036.31
Labor
Sara T.
In-house team
2h 15m · $65.00/hr · $182.81
Loaded rate 1.25× started by Sara T. · 22 Apr 2026 08:47 · stopped 11:02
Priya S.
In-house team
1h 30m · $72.00/hr · $108.00
started by Priya S. · 22 Apr 2026 09:15 · stopped 10:45
Mike J.
In-house team
45m · $58.00/hr · $43.50
started by Mike J. · 22 Apr 2026 10:10 · stopped 10:55
Labor subtotal · $334.31
Parts
Filter set · HVAC-FS-20
Qty 4 · $48.00 · $192.00
issued by Diego R. · 22 Apr 2026 08:32
Refrigerant R-410A · REF-R410A-2KG
Qty 2 · $85.00 · $170.00
issued by Diego R. · 22 Apr 2026 08:35
Parts subtotal · $362.00
Other
Contractor charge · ProTrade Services
Roof panel inspection
$340.00
added by Liam O. · 22 Apr 2026 14:12
Other subtotal · $340.00
Labor rows show person, duration, rate snapshot, multiplier, and cost.
Parts are costed at issue time and stay on the same work-order record.
Other costs are named to the person who added them.
02 · Rate snapshot
The rate is captured the moment the timer starts.
Starting a timer snapshots the worker's hourly rate, loaded-rate multiplier, and overtime multiplier.
Closed entries do not change when rates change later. The row keeps the plain label: Loaded rate 1.25×.
Labor entry detail
Sara T. · In-house team
WR-2026-2134 · HVAC quarterly service · Block A
Start 22 Apr 2026 · 08:47
End 22 Apr 2026 · 11:02
Duration 2h 15m (135 min)
Hourly rate at start $65.00 / hr
Loaded rate multiplier 1.25×
Effective rate $81.25 / hr
Labor cost $182.81
Rate locked at start. If this person's rate changes later, this entry is not rewritten.
timer started by Sara T. · stopped by Sara T.
03 · Parts on the record
Parts usage and labor time live on the same record.
When parts are issued to a job, quantity, unit cost, total, issuer, and timestamp land on the same work-order record.
This page shows parts used on the job, not inventory master data or reorder workflows.
Parts used
WR-2026-2134 · HVAC quarterly service · Block A
| Part | Qty | Unit cost | Total | Issued by | Issued at |
|---|---|---|---|---|---|
| Filter set · HVAC-FS-20 | 4 | $48.00 | $192.00 | Diego R. | 22 Apr 2026 08:32 |
| Refrigerant R-410A · REF-R410A-2KG | 2 | $85.00 | $170.00 | Diego R. | 22 Apr 2026 08:35 |
| Parts subtotal | $362.00 | ||||
Refrigerant R-410A · REF-R410A-2KG
$170.00
2 × $85.00 = $170.00
Diego R. · 22 Apr 2026 08:35
04 · Portfolio rollup
Workforce cost tracking across work orders, sites, and dates.
The dashboard rolls up time and cost entries by date, site, staff, and status, with each row linking back to the producing work order.
Contractor supervisors see only their assigned users; facility roles see their scope. The supervisor-view pill explains the filter.
Cost dashboard
1 Apr 2026 → 22 Apr 2026 Site · All Status · All Supervisor view: your crew only
| Work order | Site | Labor | Parts | Other | Total |
|---|---|---|---|---|---|
| WR-2026-2134 | Block A | $334.31 | $362.00 | $340.00 | $1,036.31 |
| WR-2026-2208 | Building 3 | $218.75 | $94.50 | $0.00 | $313.25 |
| WR-2026-2319 | Warehouse 2 | $412.00 | $185.00 | $520.00 | $1,117.00 |
| WR-2026-2277 | Clinic East | $146.50 | $0.00 | $175.00 | $321.50 |
| WR-2026-2341 | Campus North | $520.80 | $268.00 | $0.00 | $788.80 |
| WR-2026-2352 | Block A | $192.25 | $48.00 | $90.00 | $330.25 |
| Row totals | $1,824.61 | $957.50 | $1,125.00 | $3,907.11 |
Approved quotation context lives on the work order and in the service catalog; workforce shows actual labor, parts, and other cost composition.
05 · Cost partners
Suppliers here are the companies we buy parts from.
Supplier rows answer a narrow buying question: should we keep buying parts from this company?
Crew governance, licences, renewals, and performance live on contractor-governance. Suppliers are about parts supply; contractors are about who did the work.
Supplier registry
| Supplier | Parts categories | Quality | On-time | Price variance | Risk |
|---|---|---|---|---|---|
| Atlas Parts Supply | Filters, Refrigerant, Belts | 94% | 87% | -3% | Medium |
| Summit Industrial Components | |||||
| Northline Parts & Consumables | |||||
| Keystone MRO Supply | |||||
| Meridian Parts Distribution | |||||
Atlas Parts Supply
Medium FiltersRefrigerantBelts
Quality
94%
On-time
87%
Price variance
-3%
Summit Industrial Components
Northline Parts & Consumables
Keystone MRO Supply
Meridian Parts Distribution
Suppliers here are cost partners for parts and consumables. Crew governance, licence checks, and crew performance live on the contractor governance page.
06 · Capture rules
Set the capture rules once at the organisation level.
Admins set rounding, minimum duration, approval, auto-stop, overtime thresholds, and billable categories once at organisation level.
Each entry carries a capture source: operator start, site attendance check-incontext, or manual correction. Attendance and work-time stay separate records.
Time tracking rules
Rounding 15 minutes
Minimum entry 5 minutes
Require approval On
Auto-stop after 10 hours
Daily overtime threshold 8 hours
Weekly overtime threshold 40 hours
RegularOvertimeTravelInspection
last updated by Ana P. · 12 Apr 2026 · 09:15
Attendance-linked
Marcus K.
1h 45m · WR-2026-2208
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