--- title: How to Add Costs to a Work Order description: Maintaining accurate costs on work orders allows you to report on spending across your facilities --- [Skip to content](https://help.fmiworks.com/knowledge/how-to-add-costs-to-a-work-order#main-content) English Show submenu for translations [Log a Ticket](https://help.fmiworks.com/knowledge/kb-tickets/new?hsLang=en) [Go to Customer Portal](https://help.fmiworks.com/support?hsLang=en) [![Logo.svg\]](https://help.fmiworks.com/hubfs/Logo.svg)](https://www.fmiworks.com/) Open main navigation Close main navigation - English Show submenu for translations - [Log a Ticket](https://help.fmiworks.com/knowledge/kb-tickets/new) - [Go to Customer Portal](https://help.fmiworks.com/support) Get expert help, any time you need it - There are no suggestions because the search field is empty. 1. [Help Centre](https://help.fmiworks.com/knowledge?hsLang=en) 2. [Facility Teams](https://help.fmiworks.com/knowledge/facility-teams?hsLang=en) 3. [Work Orders](https://help.fmiworks.com/knowledge/facility-teams?hsLang=en#work-orders) # How to Add Costs to a Work Order ## Maintaining accurate costs on work orders allows you to report on spending across your facilities This article is for FMI Works users who have been given access to the Services module ### Overview If you decide to add costs to work orders, you can unlock insights about spending across your facilities, including: - How much you've spent on a particular asset - How much you've spent on a particular building or site - How much you've spent on a particular trade or contractor Costs can be added to work orders by adding: - Invoices (the amount charged by an external party) - [Standard Work Rates](https://help.fmiworks.com/knowledge/how-to-define-work-rates?hsLang=en) (both internal and external labour costs and material costs) ### Where to start Costs can only be added to a work order that has the status of*[Completed](https://help.fmiworks.com/knowledge/how-to-use-the-completed-work-order-status?hsLang=en)*.  From the *Services* module select *Work \> Works Search*.  Find and open the relevant work order. ![](https://help.fmiworks.com/hubfs/image-png-May-11-2022-01-49-37-79-AM.png) ### Adding a cost entry Go to the *Completion* tab.  Costs are added to the work order under *Invoices*. ![](https://help.fmiworks.com/hubfs/image-png-Oct-19-2022-02-53-02-09-AM.png)   Select *Add Invoice* to open the *Create New Expense* dialog. ![](https://help.fmiworks.com/hubfs/image-png-Oct-19-2022-04-26-32-42-AM.png) #### Updating header information **Mandatory fields** - *Description* - describe the costs **Non-mandatory fields** - *Reference #* - typically the supplier invoice number or if tracking internal costs enter "internal" - *Date* - update to the when the costs were incurred or invoice date.  The date will default to today - *Payment Due* - the date the invoice is due to be paid.  Leave blank if not required for your processes. - *Paid* - tick if invoice has been paid.  Leave blank is not required for your processes. - *Contract/Budget* - select the contract/budget if applicable. #### Adding a line item to the Invoice Select *Add Line* ![](https://help.fmiworks.com/hubfs/image-png-Oct-20-2022-02-36-32-23-AM.png) - Enter a *Description* for the line item - Check box *Apply GST* if GST was charged on the invoice. - Enter the amount excluding GST in *Total (ex-GST)* - Enter additional line items then click *Save* or click Save after each line has been entered. The GST value will then be calculated. - If the chargeback setting has been turned on, confirm that the transaction is a chargeback. This must be acknowledged before the GST is calculated and the record can be saved. - Markup % - applied to the actual cost to increase the amount added to the work order typically used to recoup administrative costs. - Select the *Materials* check box to apply reporting on materials - Repeat with additional lines as needed. #### Add standard labour or material cost Select *Add Std. Work Rates* to add pre-determined labour rates or materials from the [Work Rates](https://help.fmiworks.com/knowledge/how-to-define-work-rates?hsLang=en) list. ![](https://help.fmiworks.com/hubfs/image-png-Oct-20-2022-02-55-15-54-AM.png)   Select the rate or rates required to be added to the work order.  More than one value can selected at a time. ![](https://help.fmiworks.com/hubfs/image-png-Oct-20-2022-11-23-06-47-PM.png) Enter the number of hours for labour or quantity for material items. ### More information See [How to Modify or Delete Work Order Costs](https://help.fmiworks.com/knowledge/how-to-modify-or-delete-an-expense?hsLang=en) and [How to Set Up Work Rates](https://help.fmiworks.com/knowledge/how-to-define-work-rates?hsLang=en). - [Resources](https://help.fmiworks.com/knowledge/resources?hsLang=en#main-content) - [Getting Support](https://help.fmiworks.com/knowledge/resources?hsLang=en#getting-support) - [Overviews](https://help.fmiworks.com/knowledge/resources?hsLang=en#overviews) - [Set Up](https://help.fmiworks.com/knowledge/resources?hsLang=en#set-up) - [Advanced Set Up](https://help.fmiworks.com/knowledge/resources?hsLang=en#advanced-set-up) - [Product Updates](https://help.fmiworks.com/knowledge/product-updates?hsLang=en#main-content) - [FMI Works Product Updates](https://help.fmiworks.com/knowledge/product-updates?hsLang=en#fmi-works-product-updates) - [Pulse Product Updates](https://help.fmiworks.com/knowledge/product-updates?hsLang=en#pulse-product-updates) - [Technical & Security](https://help.fmiworks.com/knowledge/technical-security?hsLang=en#main-content) - [Application Programmer Interface (API)](https://help.fmiworks.com/knowledge/technical-security?hsLang=en#application-programmer-interface-api) - [Cloud Specifications](https://help.fmiworks.com/knowledge/technical-security?hsLang=en#cloud-specifications) - [Operational Requirements](https://help.fmiworks.com/knowledge/technical-security?hsLang=en#operational-requirements) - [Security Policies](https://help.fmiworks.com/knowledge/technical-security?hsLang=en#security-policies) - [Security Updates](https://help.fmiworks.com/knowledge/technical-security?hsLang=en#security-updates) - [Facility Teams](https://help.fmiworks.com/knowledge/facility-teams?hsLang=en#main-content) - [Assets](https://help.fmiworks.com/knowledge/facility-teams?hsLang=en#assets) - [Dashboards & Reporting](https://help.fmiworks.com/knowledge/facility-teams?hsLang=en#dashboards-reporting) - [Financial](https://help.fmiworks.com/knowledge/facility-teams?hsLang=en#financial) - [Locations](https://help.fmiworks.com/knowledge/facility-teams?hsLang=en#locations) - [Planned Maintenance](https://help.fmiworks.com/knowledge/facility-teams?hsLang=en#planned-maintenance) - [Standard Requests](https://help.fmiworks.com/knowledge/facility-teams?hsLang=en#standard-requests) - [Supplier Management](https://help.fmiworks.com/knowledge/facility-teams?hsLang=en#supplier-management) - [User Management](https://help.fmiworks.com/knowledge/facility-teams?hsLang=en#user-management) - [Work Orders](https://help.fmiworks.com/knowledge/facility-teams?hsLang=en#work-orders) - [Attachments](https://help.fmiworks.com/knowledge/facility-teams?hsLang=en#attachments) - [Requesters](https://help.fmiworks.com/knowledge/requesters?hsLang=en#main-content) - [Accessing FMI](https://help.fmiworks.com/knowledge/requesters?hsLang=en#accessing-fmi) - [Requests](https://help.fmiworks.com/knowledge/requesters?hsLang=en#requests) - [Contractors](https://help.fmiworks.com/knowledge/contractors?hsLang=en#main-content) - [Accessing FMI](https://help.fmiworks.com/knowledge/contractors?hsLang=en#accessing-fmi) - [Accreditations & Inductions](https://help.fmiworks.com/knowledge/contractors?hsLang=en#accreditations-inductions) - [Quotes](https://help.fmiworks.com/knowledge/contractors?hsLang=en#quotes) - [Work Orders](https://help.fmiworks.com/knowledge/contractors?hsLang=en#work-orders) [![FMI](https://help.fmiworks.com/hs-fs/hubfs/FMI%20Logo%20Orange-1.png?width=99&height=33&name=FMI%20Logo%20Orange-1.png "FMI")](https://www.fmiworks.com/) Copyright © 2026, FMI Software Pty Ltd trading as FMI Works