Chat with us, powered by LiveChat

Costs & Analytics

Track equipment costs and analyze fleet performance metrics

Costs & Analytics

Understanding the true cost of operating each piece of equipment helps you make informed decisions about maintenance, replacement, and fleet composition. DrillerDB tracks all equipment-related expenses and provides analytics to identify trends and opportunities for improvement.

Quick Start: View Equipment Costs

  1. Go to Equipment from main menu
  2. Click equipment to view
  3. Select Costs tab
  4. View cost breakdown and trends
  5. Access analytics dashboard for fleet-wide view

Cost Tracking

Equipment costs are captured from multiple sources.

Cost Sources

SourceWhat's CapturedEntry Method
Maintenance & RepairsLabor, parts costsService log entries
Fuel CostsFuel expensesIntegration or manual
Operating CostsInsurance, registration, permitsManual entry
DepreciationValue decrease over timeCalculated from purchase info

Cost Categories

CategoryExamples
MaintenanceOil changes, filter replacements
RepairsBreakdown fixes, part replacements
FuelDiesel, gasoline
InsuranceCoverage premiums
RegistrationPlates, permits
StorageYard fees

Service log entries automatically accumulate in equipment cost history, providing a complete picture of maintenance spending.

Cost per Hour/Mile

One of the most valuable metrics for equipment management is the cost per usage unit.

Key Metrics

MetricCalculationUse For
Cost per HourTotal costs ÷ hoursEquipment efficiency, billing rates
Cost per MileTotal costs ÷ milesVehicle economics, replacement decisions

What's Included in Calculations

Cost TypeIncluded
MaintenanceYes
RepairsYes
FuelYes
Operating costsYes
Purchase/paymentsOptional

These calculations provide a true picture of equipment economics rather than just purchase price or payment amounts.

Cost Trends

View cost data over time to identify patterns.

Trend Views

ViewShowsInsight
Monthly CostsExpense variation by monthSeasonal patterns
Cumulative CostsTotal lifetime costsReplacement timing
Cost by TypeCategory breakdownMaintenance vs repair ratio

Understanding Cost Patterns

PatternMay Indicate
Rising monthly costsEquipment aging
High repair vs maintenanceNeglected preventive service
Seasonal spikesHeavy use periods
Steady cumulativeNormal operation

Analytics Dashboard

The equipment analytics dashboard provides insights into fleet performance.

Dashboard Metrics

MetricShowsInsight
Utilization RatesActive vs idle timeFleet right-sizing
Reliability MetricsTime between failuresEquipment health
Maintenance EfficiencyPlanned vs unplannedProgram effectiveness
Fleet AgeAverage age by categoryReplacement planning

Step-by-Step: Access Analytics Dashboard

  1. Go to Equipment from main menu
  2. Click Analytics tab or button
  3. Select date range
  4. View fleet-wide metrics
  5. Filter by equipment type or category

Low utilization indicates opportunities to reduce fleet size or rent out underused equipment.

Comparative Analysis

Compare equipment performance across your fleet.

Comparison Types

ComparisonReveals
Similar equipmentPerformance differences, training needs
Industry benchmarksProgram efficiency
Year-over-yearTrend direction

Step-by-Step: Compare Equipment

  1. Go to Analytics dashboard
  2. Select Compare view
  3. Choose equipment to compare
  4. View side-by-side metrics
  5. Identify outliers for investigation

Replacement Analysis

Cost data helps determine optimal replacement timing.

Replacement Indicators

IndicatorThresholdAction
Annual maintenance50-75% of replacement costConsider replacement
Frequent breakdownsMultiple unplanned repairsEvaluate reliability
Declining resale valueBelow trade-in thresholdReplace before further decline

Decision Factors

FactorConsider
Rising maintenance costsCompare to new equipment cost
Opportunity costsLost productivity from downtime
Resale valueProactive vs reactive replacement timing
Technology updatesEfficiency gains from newer models

Equipment retains more value when replaced proactively rather than after major failures.

Budget Planning

Historical cost data enables accurate budget forecasting.

Budget Uses

PurposeData Needed
Annual maintenanceHistorical cost trends
Major expensesUpcoming overhauls, replacements
Project allocationPer-hour/mile costs
Capital requestsCost justification data

Step-by-Step: Create Budget Forecast

  1. Go to Analytics dashboard
  2. Select Reports > Budget Forecast
  3. Set forecast period
  4. Review projected costs
  5. Adjust based on known factors
  6. Export for planning

Exporting Reports

Generate complete cost reports for various purposes.

Report Uses

PurposeReport Type
Management reviewSummary dashboard
Tax preparationDepreciation schedules
Project cost allocationPer-equipment costs
Customer billingRate justification
Financing/insuranceAsset documentation

Step-by-Step: Export Cost Reports

  1. Go to Equipment or Analytics
  2. Click Reports or Export
  3. Select report type
  4. Set date range
  5. Filter by equipment type (optional)
  6. Download in preferred format

Troubleshooting

Costs not showing?

  • Verify service logs have cost entries
  • Check date range includes cost data
  • Ensure equipment has usage data

Cost per hour seems wrong?

  • Check hour meter readings are current
  • Verify all costs are entered
  • Review date range for accuracy

Reports missing data?

  • Expand date range
  • Clear filters
  • Check equipment has activity in period

Can't access analytics?

  • Verify user permissions
  • Check subscription level includes analytics
  • Contact administrator

Related Topics