Costs recorded against the work that caused them are what turn a maintenance budget into something you can actually manage.
Recording a cost
Add the cost on the ticket or maintenance task itself, with the amount, the supplier and the invoice reference. Recorded there, it stays attached to the job rather than arriving as an unexplained line in the ledger.
Categories
Maintenance, Cleaning, Compliance, IT, Utilities and General. Each maps to its own Xero expense account — see Connecting Xero — so the ledger separates a plumber from a cleaning contract without anyone re-coding it.
What it gives you
- Cost per ticket, and cost per category
- Spend by contractor, which is the conversation to have at renewal
- Spend by floor or location, which is how you spot the plant that keeps failing
A boiler that costs £200 four times in a year is invisible as four small invoices and obvious as one total.
Exporting
Export costs to CSV for any period. Every list in WorkHub exports — see Exporting your data.