Available On: Starter, Professional and Business Plus
UpKeep gives you full visibility into the true cost of a work order by calculating labor, parts, and any additional costs you enter manually. This helps your team track maintenance expenses with clarity and accuracy.
What Is Included in the Total Cost?
Cost Type | Where It Comes From |
Labor | Time logged × hourly rate (user or WO-level) |
Parts | Cost of inventory items used |
Additional Cost | Manually entered expenses (e.g. service fees, rentals) |
UpKeep automatically calculates the total cost as soon as these inputs are entered.
How to add an Hourly Rate to a User
NOTE: Hourly rates cannot be set upon a team basis within UpKeep, only individual users.
Navigate to your People & Teams section
Click into any one of your existing users
Then, click on the Edit button to edit that user's details
Enter the Hourly Rate
Select Save Changes
How to Add an Hourly Rate to Vendors/Customers
Navigate to the Vendors & Customers section
Click into any existing Vendor or Customer
Then click Edit
Add the Hourly Rate
Finally, click Save Changes once you're done!
How to Calculate the Hourly Rate Using the Recorded Time
This is automatically calculated for you!
However, you will need to toggle on the setting to do this. Only admins will be able to turn this ON or OFF.
Navigate to the Settings page
Under General Settings > Work Orders, make sure "Include Labor Costs in the Total Cost" is toggled ON (blue).
Add Labor Time Manually
To manually log labor time on a work order:
Go to the Work Order
Scroll to the Labor section
Click Add Time or select Labor
Select Add Time
Choose the user, enter duration, and category
Click Save
Add Parts and Additional Costs
Parts: Logged from inventory on the WO. The system uses the unit price to calculate total part cost
Additional Cost: Used for expenses not tied to time or inventory.
Examples: External vendor charges, equipment rentals, permit fees.
Enter under the Additional Cost section
Example: Total Cost Breakdown
Let’s say:
Technician A logs 2 hours at $25/hour
Technician B logs 1.5 hours at $35/hour
Labor Cost:
A = 2 hrs × $25 = $50
B = 1.5 hrs × $35 = $52.50
Total Labor = $102.50
Add:
Parts Used = $30
Additional Cost = $20
✅ Total Work Order Cost =
$102.50 (Labor) + $30 (Parts) + $20 (Additional) = $152.50
Where to View the Breakdown
On the Work Order:
Labor Tab: Shows per-user breakdown of time and cost
Cost Tab: Shows all of the Additional Costs
Parts Tab: Shows all of the parts costs/quantities
Work Order Exports: Include labor, parts, and additional costs for analytics
UpKeep Analytics: Use the Time and Cost report!