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Maintenance Job Plan Labor and Cost Estimate Worksheet

A good job plan lists the tasks, the crew, the hours and the parts before the work starts. This worksheet does the arithmetic as you type and exports to Excel so it can be attached to a work order or kept as a standard job.

Download:

Man-hours	Labor cost	Task total
1 hrs	$26	$26
2 hrs	$92	$92
7 hrs	$350	$770
3 hrs	$150	$185
2 hrs	$92	$92
1 hrs	$19	$19

Total man-hours

15 hrs

Total labor cost

$729

Total parts

$455

Total job cost

$1,184

Average loaded rate

$49

Parts share of job cost

38.4%

Number of tasks

Man-hours are crew size times hours per person. For elapsed time on the clock, take the longest task path rather than summing hours, because crews work in parallel. Keep the plan as a reusable job plan and update hours after each job closes.

Load job plans into your ERP

An optional walkthrough of mapping spreadsheet job plans to maintenance order operations and components.

Optional. The tool and every export work without this. No spam.

How to use it

Edit the example rows or add your own tasks in the order they will be done. For each one, choose the craft, enter crew size and hours per person, a loaded hourly rate, and any parts. The sheet computes man-hours, labor cost and task total, and sums them at the bottom. The summary shows the average rate and the share of cost that is parts. Export to Excel to attach it to the work order or load it into your CMMS or ERP job plan.

Include isolation, permits, cleanup and testing as tasks, not just the repair.
Use a loaded rate that includes burden, not the bare wage.
Plan contractors as their own rows with their quoted rate.

Why estimates beat guesses

Planners who write the task list find missing steps, parts and permits before the equipment is stopped, which shortens downtime. The estimate also lets the scheduler load crews realistically and gives a baseline for comparing actual hours later. Over time, the variance between plan and actual hours shows where your standard jobs are wrong.

Reading the totals

Total man-hours drive scheduling and crew loading, while total cost supports budget and approval limits. A high parts share suggests checking stock availability and lead time, since a job often waits on parts, not labor. If the total is far above the usual cost for this kind of job, split it into stages or review whether a replacement is cheaper than repair.

Common mistakes

Estimating only wrench time, leaving out travel, tool gathering and waiting, produces plans that always overrun. Another is reusing a plan without checking that it matches the asset and variant. In an ERP, task lists map to operations on a maintenance order, with planned hours on each operation and components for parts, so structure the worksheet the same way for easy loading.

Frequently Asked Questions

What is the difference between man-hours and duration?

Man-hours are crew size multiplied by hours each. Duration is the elapsed time. A job of 20 man-hours with four people working in parallel on separate tasks might take only five hours on the clock.

Which labor rate should I use?

Use the fully loaded rate including benefits and overhead if you want a true cost. Use the bare wage only if you are comparing with a budget that excludes burden.

Can I reuse the worksheet as a standard job?

Yes. Save the exported Excel file as a template for the asset class, and adjust hours after each completion so it reflects reality.

How do I handle contractor work?

Add a row with the craft set to Contractor, enter the contractor's hours and quoted rate, and put any markup or travel in the parts and materials column or as a separate row.

Netray can help load standard job plans into your ERP from a spreadsheet like this one, with review before anything is written. The worksheet itself is free to use and export.

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