> ## Documentation Index
> Fetch the complete documentation index at: https://docs.trellistech.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Costs

> Set up cost categories, record the amount and billing destination on a task, and turn eligible costs into a claim.

<a id="what-costs-helps-you-do" />

Record what a job costs and who should be billed. Reusable categories keep similar work consistent; cost items on a task record the actual expense for that job.

## Set up cost categories

Open **Tasks → Costs → Categories** and select **Create Category**. Give it a name your team will recognize, such as “Replacement parts” or “Call-out fee.” Use **Group** to keep related categories together.

Add a **Default amount** and **Default description** when the charge is usually the same. For example, a standard call-out fee can start with a preset amount, while replacement parts may need a different amount for each job. Save the category, then select it again whenever its defaults need updating.

Category defaults prefill visit cost entries. When adding a cost directly to a task, enter and check its amount. Creating a category does not itself record an expense.

## Add a cost to a task

Open the task and go to **Resources → Costs → Add**. Choose a category, enter the amount and currency, and select who to bill. Use the company or property destination that matches the work. Add a short note explaining the expense, especially if the amount differs from the category default.

Enable **Requires manager approval** when the cost needs review. Save the cost item and confirm that it appears on the task. If the task itself is still being created and an item says **Pending save**, save the task before leaving.

Keep receipts and supporting photos with the task's resources so the reviewer can understand the charge. For recurring work, use a [task template](/platform/tasks#task-templates) to provide default costs, then review them on each task.

## Record work with no charge

Choose **No Charge** in the cost section when the work should not be billed onward. Use **Remove No Charge** if that decision changes.

You can also manage costs at the visit level. Check whether the charge belongs to one task or the whole visit before adding it, so the same expense is not recorded twice.

## Turn costs into a claim

Use **Convert to Claim** when selected task costs form a reimbursement request. Choose the items, review **Total selected**, and enter a clear claim title. Set **Requesting money** to the party seeking reimbursement and **Owes money** to the party responsible, then create the claim.

All selected items must use the same currency. After creation, check the **Linked to claim** indicator and open [Claims](/platform/claims) to review the request and its evidence. Creating a claim records the request; it does not collect payment.

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## Calculate internal costs

Open **Tasks → Costs** to calculate supplies and labor for enabled templates, including cleaning, maintenance, and inspections. Calculations are off by default. They produce an internal cost, separate from the agreed vendor fee or guest charge.

### Set rates and enable templates

Choose **Everywhere** or **A template** above the **Rates** and **Calculations** tabs. Categories remain shared. Rates inherit from Everywhere → Template → Property; clear an override to restore its parent value. In a template’s property rates table, select rows to apply or clear a rate together.

The activation switch under **Everywhere** applies to existing templates. Enable **Include new templates** if future templates should also start with calculations on; this option starts off. Select a template to change its activation individually. Changes save automatically and apply to tasks that have not started. Started tasks retain their saved rates and formulas.

### Build and test a calculation

In **Calculations**, use the formula builder to select cost components and items from the [Supplies catalog](/platform/supplies). Each calculation contributes to the task’s internal total. Maintain supply names and units in the catalog; renaming an item preserves its formula references. Currency comes from workspace settings.

Choose **Simulate with task** to preview its recorded supplies, work, and property inputs with the selected rates. The preview does not change the task. Clear the selection to return to a rates-only preview; calculations that need task inputs show what is missing.

Workers record actual quantities in **Resources → Supplies**. Completed visits provide person-hours excluding breaks; shared visits need a time allocation. Review the total in the task’s **Resources**. Missing inputs leave it unavailable until resolved.

## Common problems

<AccordionGroup>
  <Accordion title="The default amount is wrong for this job">
    Review the amount when adding the cost item. Change the category's default only if future jobs should also use the new value.
  </Accordion>

  <Accordion title="I cannot combine the selected costs">
    Check their currencies. Create separate claims for items in different currencies.
  </Accordion>

  <Accordion title="The cost has not been saved">
    Check for Pending save and finish saving the task. If an error appears, resolve it and confirm that the cost item remains after reopening the task.
  </Accordion>
</AccordionGroup>

## Related articles

* [Task verification](/platform/task-verification) — require costs before work can close.
* [Claims](/platform/claims) — manage the reimbursement request.
* [Accounting](/platform/accounting) — review available financial records.


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