Task Financials & Cost Tracking

SuiteOp lets you attach cost line items to any task, then review and approve those costs from a centralized financials dashboard. This gives property managers full visibility into operational spending — from individual cleaning costs to maintenance expenses — with an approval workflow to keep budgets in check.

Adding Costs to a Task

You can add cost entries directly from any task’s detail page.

Open the task

Navigate to Tasks and click on the task you want to add costs to.
Scroll to the Costs section

The Costs section appears on the task detail page. Click Add Cost to open the cost form.
Choose a cost type

Select one of two cost entry types:
- Flat Cost — a single fixed amount (e.g., $150 for a deep clean)
- Quantity-Based — a unit cost multiplied by a quantity (e.g., $25/unit x 3 units)
The cost type cannot be changed after the entry is created. Choose carefully before saving.
Fill in the details
- Amount (flat cost) or Unit Cost and Quantity (quantity-based) — enter the cost in dollars
- Description (optional) — a note explaining what the cost covers
- Attachments (optional) — upload receipts, invoices, or photos as supporting documentation
Save the cost

Click Save to add the cost entry to the task. You can add multiple cost entries to a single task.

The cost appears in the task’s Costs section with its amount and description. The total cost is calculated automatically.

Understanding the Costs Section

Each task’s Costs section shows:

Individual cost line items — each entry with its amount, description, and attachments
Total cost — the sum of all cost entries on the task
Estimated cost (if set) — the budgeted amount for the task
Variance — the difference between actual and estimated cost, highlighted in red when over budget and green when under budget
Approval status — the current state of the task’s cost approval

You can edit or delete any cost entry by clicking on it.

Projected Labor Cost

Before a task is completed, the Costs section shows a Projected labor row alongside any manual cost entries. This is what the task is expected to pay out based on the rate cascade configured on the template (template base rate, optional property override, optional member override).

The projected row is labeled Projected for <name> and shows the dollar figure that would apply on completion. The badge uses the assignee’s name when one is set — and the viewer’s own name when an unassigned task is opened by a worker who could take it. This lets workers see what they would earn for a task before claiming it.

If you’ve set a custom labor override on the task itself, the override takes precedence and the projected row reflects that rate instead of the cascade.

Configure rates per template under Tasks → Templates → [template] → Rates. Rates can be set at three scopes — base (template-wide), property (override for one property), and member (override for one worker, optionally scoped to a specific property).

The Financials Dashboard

The financials dashboard gives you an overview of costs across all tasks in your organization.

Navigate to Tasks > Financials to open the dashboard.

Filtering the view

Use the filters at the top to narrow down the task list:

Property — show costs for a specific property
Department — filter by department (e.g., Housekeeping, Maintenance)
Assignee — filter by the team member assigned to the task

Approval status tabs

The dashboard is organized into four tabs:

Tab	Description
All	Every task with cost entries, regardless of approval status
Needs Review	Tasks with costs awaiting approval — start here for daily cost review
Ready to Sync	Tasks whose costs have been approved and are ready for export or sync
Declined	Tasks whose costs have been declined

Table columns

Each row in the table shows:

Task Name — the task description (sortable)
Property — which property the task belongs to
Total Cost — the actual cost with estimated cost and variance shown below (sortable)
Assignee — the assigned team member
Due Date — when the task is due (sortable)
Department — the responsible department

Click any row to open a detail panel showing all cost line items and approval actions.

Approving and Declining Costs

Individual approval

Click on a task row in the financials dashboard to open the detail panel. Review the cost line items, then click Approve or Decline.

Bulk approval

Select multiple tasks using the checkboxes in the table. A fixed action bar appears at the bottom of the screen showing:

The number of selected tasks
The total cost of selected tasks
Approve and Decline buttons

Click Approve or Decline to apply the action to all selected tasks at once. A confirmation dialog shows the count and total amount before the action is applied.

Creating Tasks — learn how to create tasks
Managing Tasks — update task status, assignees, and details
Task Templates — set up reusable task blueprints with estimated costs