---
title: "Task Classifications: Repair, Maintenance, CapEx and More"
description: Label tasks by the kind of work they are, set them automatically, and reclassify them when the amount crosses a threshold.
---

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# Task Classifications: Repair, Maintenance, CapEx and More

## Label tasks by the kind of work they are, set them automatically, and reclassify them when the amount crosses a threshold.

A **classification** says what kind of work a task is, such as Repair, Maintenance or CapEx. It's separate from the task's category. A Fryer task can be a Repair one week and CapEx the next.

Classifications can be set automatically from defaults, changed by amount rules when a task's cost crosses a threshold, and used to send CapEx work to its own invoice lane.

Until at least one classification is active, classification is hidden everywhere and invoices work as they always have.

### Setting Up Classifications

Go to **Setup** \> **Task Controls** and open the **Classifications** tab. Click **+ Add classification**, fill in the row, then click **Save classifications**.

![The Classifications tab with the + Add classification button and the Default and CapEx columns highlighted](https://www.owlops.com/hs-fs/hubfs/01-classifications-tab.png?width=670&height=228&name=01-classifications-tab.png)

| **Column** | **What it does** |
| --- | --- |
| **Name** | Required, up to 50 characters, and must be unique. |
| **Order** | Where it appears in lists. Leave it blank to add it at the end. |
| **Default** | Used when no category, location or asset setting gives a classification. Only one class can be the default. |
| **CapEx** | Draft invoices for tasks in this class enter as CapEx Draft. |
| **Colour** | The colour of the class's chip on cards and in the list. Click **Clear** to remove it. |
| **Tasks** | How many tasks have this class. |

### Amount Rules

Amount rules reclassify a task when its amount crosses a threshold. For example, anything $500 or more becomes **CapEx**.

In the **Amount rules** card, click **+ Add amount rule**, fill in the row and click **Save amount rules**.

![The Amount rules card with a rule from 500 with no limit setting CapEx, and the + Add amount rule button highlighted](https://www.owlops.com/hs-fs/hubfs/02-amount-rules.png?width=670&height=120&name=02-amount-rules.png)

| **Column** | **What it does** |
| --- | --- |
| **Min** | The rule matches when the amount is at least this. |
| **Max** | The rule matches when the amount is below this. Leave it blank for **no limit**. |
| **Set classification to** | The class the task gets. |
| **Order** | Lower numbers are checked first. The first active matching rule wins. |
| **Active** | Untick to turn a rule off without deleting it. |

The amount is the total of the task's non-canceled invoice lines. If there's no invoice, the task's cost is used. An amount of $0 never matches.

Rules run again whenever a task's amount changes, and the change is logged by OwlOps.

![The task log showing Classification updated by amount rule ($600.00) and Classification Maintenance -\> CapEx](https://www.owlops.com/hs-fs/hubfs/08-amount-rule-log.png?width=670&height=234&name=08-amount-rule-log.png)

### How a New Task Gets Its Classification

When a task is created, OwlOps uses the most specific default it finds:

1. The **asset**
2. The **subcategory, for this location**
3. The **subcategory**
4. The **category, for this location**
5. The **category**
6. The **location**
7. The class marked **Default** on the Classifications tab
8. None

Set the category and subcategory defaults in the **Default Classification** column on **Setup** \> **Categories** and **Subcategories**, then click **Save**. For one location, use the category's defaults grid (**Actions** \> **Assignment**).

![The Categories grid with the Default Classification column highlighted](https://www.owlops.com/hs-fs/hubfs/03-categories-default-classification.png?width=670&height=272&name=03-categories-default-classification.png)

On an asset, click **Edit** and set **Default Classification**. This takes priority over subcategory, category and location defaults.

![The asset's Default Classification field and its hint](https://www.owlops.com/hs-fs/hubfs/04-asset-default-classification.png?width=670&height=47&name=04-asset-default-classification.png)

On a location, open **Setup** \> **Departments**, choose the location and set **Default Classification for tasks created for** that location. It's used when the asset and category settings don't set one.

![The location's Default Classification field with the hint Used when the asset and category settings don't set one](https://www.owlops.com/hs-fs/hubfs/05-location-default-classification.png?width=670&height=77&name=05-location-default-classification.png)

### Changing a Task's Classification

People with **Task Classification** can choose a class in any of these places:

- **Create Task:** in the **Details** section, **Classification** is set to **Set automatically**. Pick a class to override the defaults.
- **Task page:** **⋮** \> **Edit** \> **Classification**, then **Save Changes**.
- **Task page Update panel:** the **Classification** field (see the Update form article).
- **Task list:** **⋮** \> **Change classification**, or **⋮** \> **Add note**, or bulk edit.

![](https://www.owlops.com/hs-fs/hubfs/image-png-Oct-26-2026-07-41-19-9637-PM.png?width=1940&height=720&name=image-png-Oct-26-2026-07-41-19-9637-PM.png)

A class you pick stays until the task's amount changes. Then the amount rules apply again.

![](https://www.owlops.com/hs-fs/hubfs/image-png-Oct-26-2026-07-42-01-9549-PM.png?width=1432&height=1528&name=image-png-Oct-26-2026-07-42-01-9549-PM.png)

### CapEx Invoices

If any task on a draft invoice has a class marked **CapEx**, the invoice enters as **CapEx Draft** instead of **Draft**. It moves back to **Draft** if the class changes. All of a task's draft invoices move together.

Invoices that are already approved or sent never change.

### Reports and Dashboards

- The **Open Tasks By Classification** dashboard shows open tasks and the average days open for each class.
- The **Task Summary - Custom** report can be grouped by classification.
- In the task list, use **More Filters** \> **Classification**, or add the **Classification** column.

![The Open Tasks By Classification dashboard with its title highlighted](https://www.owlops.com/hs-fs/hubfs/09-open-tasks-by-classification.png?width=670&height=200&name=09-open-tasks-by-classification.png)

 

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