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Managing Cost Codes

Create, edit, and organize your cost code structure.

Creating Cost Codes​

Add a Cost Code​

  1. Go to Settings → Cost Codes
  2. Click Add Cost Code
  3. Enter the details:
    • Code Number - Numeric identifier (e.g., 09.3)
    • Name - Description (e.g., Flooring)
    • Parent - Select parent for subcodes (optional)
    • Type - Production, Design, or Non-billable
  4. Configure additional settings
  5. Click Save

Required Fields​

  • Number - Must be unique
  • Name - Descriptive label

Optional Fields​

  • Parent - For hierarchical organization
  • Markup - Default markup percentage
  • QuickBooks Account - For accounting sync
  • Sort Order - Custom display order

Editing Cost Codes​

  1. Find the code in the list
  2. Click to open
  3. Modify settings as needed
  4. Click Save

What You Can Change​

  • Name and description
  • Default markup
  • Parent assignment
  • QuickBooks mapping
  • Sort order

What to Be Careful With​

caution

Changing a code number affects historical reporting. Consider creating a new code instead of renumbering.

  • Code Number - Affects sorting and references
  • Type - May affect where code can be used
  • Parent - Changes hierarchy and roll-up reporting

Deleting Cost Codes​

Cost codes can only be deleted if not in use.

Prerequisites for Deletion​

  • No assemblies assigned to the code
  • No estimate items using the code
  • No schedule items using the code
  • No time entries coded to it

To Delete a Code​

  1. Reassign any associated items to other codes
  2. Select the code
  3. Click Delete
  4. Confirm deletion

Alternative: Disable Instead​

If a code has historical data:

  1. Open the code
  2. Mark as Inactive or Disabled
  3. Code hidden from new entries but preserved for reporting

Organizing Cost Codes​

Parent and Child Structure​

Create hierarchies for detailed tracking:

09 - Finishes (Parent)
    09.1 - Drywall (Child)
    09.2 - Painting (Child)
    09.3 - Flooring (Child)
    09.4 - Tile (Child)

Setting Up Hierarchy​

  1. Create the parent code first
  2. Create child codes
  3. Set the Parent field to the parent code
  4. Child codes indent under parent in lists

Benefits of Hierarchy​

  • Roll-up reporting - Parent totals include children
  • Organization - Easier to navigate large lists
  • Flexibility - Track detail, report summary

Reordering Cost Codes​

By Code Number​

Codes sort by number automatically:

  • 01 before 02
  • 09.1 before 09.2

Custom Sort Order​

Override automatic sorting:

  1. Open the code
  2. Set Sort Order value
  3. Lower numbers appear first

Drag and Drop​

Some views support drag-and-drop reordering:

  1. Click and hold the code
  2. Drag to new position
  3. Release to save

Bulk Operations​

Import Multiple Codes​

Use CSV import for bulk creation:

Export Codes​

Export your structure for backup or reference:

  1. Go to Cost Codes list
  2. Click Export
  3. Download CSV file

Best Practices​

Before Creating Codes​

  • Plan your complete structure first
  • Consider reporting needs
  • Match accounting chart of accounts
  • Review industry standards (CSI, etc.)

Naming Conventions​

  • Use clear, descriptive names
  • Be consistent in style
  • Avoid abbreviations that may confuse
  • Include number in name for clarity (e.g., "09 - Finishes")

Maintenance​

  • Review codes annually
  • Disable unused codes (don't delete)
  • Add new codes as services expand
  • Train team on proper code selection

Common Mistakes to Avoid​

  • Creating too many codes (hard to manage)
  • Creating too few codes (insufficient detail)
  • Inconsistent numbering schemes
  • Not setting up hierarchy when needed
  • Deleting codes with historical data

Troubleshooting​

Can't Delete a Code​

The code is in use somewhere:

  1. Check assemblies using the code
  2. Check estimate line items
  3. Check schedule entries
  4. Reassign items before deleting

Code Not Appearing in Estimates​

Check that:

  • Code type matches estimate type
  • Code is not marked inactive
  • Code is saved properly

Hierarchy Not Working​

Verify:

  • Parent code exists
  • Parent field is set correctly
  • Both codes are active