Costs Template

Record every maintenance expense in one place. This template gives maintenance and operations teams a single log for labor, parts, travel, and vendor costs, each with its amount, invoice number, and receipt. Connect costs to your work orders, and spending stays tied to the job instead of sitting in a separate spreadsheet.

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Riverside Ops
Costs
Work Orders
Parts
Costs$8,412 logged this month MRJLTKList ViewNew cost
AskSearchFilterSort
Title
Work Order
Category
Amount
Created By
HVAC filters (12)Invoice 88214
WO-1042 · RTU 3 filters
Parts
$214.60
MRM. Reyes
Plumber call-outInvoice 5520
WO-1039 · Pump #4 leak
Vendor
$480.00
JLJ. Lee
Mileage to RiversideNo invoice
WO-1036 · Generator PM
Travel
$38.40
TKT. Kane
Overtime — dock repairTimesheet
WO-1031 · Dock leveler
Labor
$612.00
DCD. Cole
Gasket kit and sealantInvoice 30017
WO-1028 · Walk-in cooler
Parts
$96.75
ASA. Silva

How the Costs Workflow Works

Snap the receipt

A technician photographs the receipt or attaches the vendor invoice, and Coast AI fills in the Amount, Invoice Number, and Description, chooses a Category from your options, and shows it all for them to confirm.

Filled in by Coast AIgrainger_receipt.jpg
Amount
$214.60
Autofilled
Invoice Number
88214
Autofilled
Description
THVAC filters, 20x25x2 (12)
Autofilled
Category
Parts
Autofilled

Categorize and link the cost

Tag each cost as Labor, Parts, Travel, Vendor, or Other, and select more than one when a charge covers both. Once the Work Order field points at your work orders workspace, assign each cost to the job it paid for.

Pump #4 seal replacement$742.00
CategoryLaborParts
Work OrderWO-1039 · Pump #4 leak
Created ByJLJordan Lee

Keep the receipt on file

The original photo or PDF stays attached to the cost record, so anyone reviewing the cost can see where the number came from.

Receipts this week4 attached
HVAC filters (12)grainger_receipt.jpg · $214.60
Parts
Plumber call-outinvoice_5520.pdf · $480.00
Vendor
Gasket kit and sealantreceipt_0311.jpg · $96.75
Parts
Overtime — dock repairtimesheet_wk11.pdf · $612.00
Labor

Benefits of This Costs Workflow

  • See where maintenance money goes

    Ask Coast AI how much was logged under Parts versus Labor last quarter, and it totals the Amount field by Category.

  • Fewer lost receipts

    Receipts are captured when the purchase happens, not found in a truck console at month end.

  • Costs tied to the work

    Connect the Work Order field to your work orders, and each repair shows what it actually cost.

What’s Included in This Workflow

Cost records

Each record holds a Title, Amount, Description, Category, Invoice Number, Receipt, and a Work Order field you connect to your work orders workspace.

  • Amount
  • Category
  • Invoice Number
  • Receipt
  • Work Order

List and table views

The List View shows each cost's Title, Work Order, Category, Amount, Created By, and Created On. A Table View lays out the same records for sorting and review.

  • List View
  • Table View

External form

A public External Form lets a contractor or vendor submit a cost and its receipt without being a member of your Coast account.

  • External Form

Customize the Workflow for Your Team

Rename or add categories to match your chart of accounts, add fields such as Vendor, Cost Center, or Approved By, and point the Work Order field at your existing work orders workspace. Coast AI can also add fields, views, or automations, such as a monthly spend view grouped by Category or a notification when a cost over a set amount is logged.

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FAQs About Costs

What happens when I add this workflow to Coast?

Coast creates a Costs workspace with fields for Title, Amount, Description, Category, Invoice Number, Receipt, and Work Order, along with a List View, a Table View, and a public External Form.

How can Coast AI help with this workflow?

Photograph a receipt or attach an invoice PDF, and Coast AI fills in the Amount, Invoice Number, Description, and Category for you to confirm. Ask it what you spent on Travel this month or which costs have no invoice number, and it answers from your cost records. Coast AI can also add fields, views, or automations when your process changes.

Do I need a work orders workspace to use Costs?

No. Costs works as a standalone expense log. Linking the Work Order field to your work orders adds the connection between each expense and the job it belongs to.

Can I import my existing cost data?

Yes. Import past expenses from a spreadsheet so your history and new costs live in the same place.

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