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Cost Codes Import

Import your cost code structure to organize estimates, track job costs, and categorize expenses.

Overview​

Cost codes are the foundation of your estimating and job costing system. They organize work into categories for tracking labor, materials, and expenses across projects.

What Gets Imported​

  • Cost Code Number - Unique identifier
  • Description - What the cost code covers
  • Category/Division - Parent grouping
  • Type - Labor, material, or expense classification
  • Default Rates - Standard labor and burden rates

Template Download​

Download the Cost Codes Import Template from Readybuild:

  1. Go to Admin → Cost Codes
  2. Click Import
  3. Download the template file

Template Fields​

Required Fields​

FieldDescriptionExample
codeCost code number01-100
descriptionCost code nameGeneral Conditions

Optional Fields​

FieldDescriptionExample
divisionDivision/category number01
division_nameDivision descriptionGeneral Requirements
typeL (Labor), M (Material), E (Equipment), S (Subcontract), O (Other)L
labor_rateDefault hourly labor rate45.00
burden_rateLabor burden percentage35.00
unitDefault unit of measureHR
parent_codeParent cost code for hierarchy01-000
gl_accountGeneral ledger account5100
notesAdditional notesIncludes site supervision
activeStatus (TRUE/FALSE)TRUE

Cost Code Structure​

Standard Divisions​

Common construction cost code divisions (CSI format):

DivisionDescription
01General Requirements
02Site Construction
03Concrete
04Masonry
05Metals
06Wood & Plastics
07Thermal & Moisture
08Doors & Windows
09Finishes
10Specialties
11Equipment
12Furnishings
13Special Construction
14Conveying Systems
15Mechanical
16Electrical

Numbering Conventions​

Division-Based:

Division-SubCode
03-100    Concrete Foundations
03-200    Concrete Flatwork
03-300    Concrete Walls

Hierarchical:

01-000    General Conditions (Division)
01-100    Project Management
01-110    Project Manager Time
01-120    Superintendent Time
01-200    Temporary Facilities

Preparing Your Data​

Example Cost Code File​

code,description,division,division_name,type,labor_rate,unit,active
01-100,Project Management,01,General Requirements,L,75.00,HR,TRUE
01-200,Temporary Facilities,01,General Requirements,M,,LS,TRUE
03-100,Concrete Foundations,03,Concrete,M,,CY,TRUE
03-110,Foundation Labor,03,Concrete,L,55.00,HR,TRUE
06-100,Rough Carpentry,06,Wood & Plastics,L,50.00,HR,TRUE
06-200,Finish Carpentry,06,Wood & Plastics,L,55.00,HR,TRUE
09-100,Drywall,09,Finishes,S,,SF,TRUE
09-200,Painting,09,Finishes,S,,SF,TRUE
16-100,Electrical Rough,16,Electrical,S,,LS,TRUE
16-200,Electrical Finish,16,Electrical,S,,LS,TRUE

Cost Code Types​

TypeCodeUse For
LaborLEmployee time
MaterialMProduct purchases
EquipmentETool/equipment rental
SubcontractSSubcontractor work
OtherOMiscellaneous expenses

Import Steps​

  1. Review Current Codes

    • Export existing cost codes if any
    • Plan your code structure
    • Determine divisions and hierarchy

  2. Prepare Your File

    • Fill in the template
    • Ensure codes are unique
    • Set appropriate types
    • Save as CSV

  3. Upload

    • Go to Admin → Cost Codes
    • Click Import
    • Select your CSV file
    • Click Upload

  4. Verify Mapping

    • Check column assignments
    • Review sample data
    • Click Import

  5. Review Results

    • Check import summary
    • Verify cost codes
    • Address any errors

Handling Updates​

New Cost Codes​

Cost codes with new numbers are created.

Existing Cost Codes​

Matching cost codes are updated:

  • Description and rates update
  • Type and unit update
  • References preserved

Removing Cost Codes​

To remove cost codes:

  • Don't include in import (leaves unchanged)
  • Or manually deactivate after import
  • Consider historical data before deleting

Common Issues​

Duplicate Codes​

Each cost code must be unique:

  • Check for duplicates before import
  • Resolve conflicts in source data

Invalid Types​

Type must be a valid code:

  • L, M, E, S, or O
  • Check capitalization

Missing Divisions​

If using divisions:

  • Create division codes first
  • Or include division rows in import
  • Ensure parent_code references exist

Rate Formatting​

  • Numbers only (no $ or %)
  • Decimal point for cents
  • Example: 45.00 not $45.00

After Import​

Verify Structure​

  • Review cost code list
  • Check division organization
  • Verify types are correct

Set Defaults​

  • Configure default rates
  • Set burden percentages
  • Assign GL accounts

Test in Estimate​

  • Create test estimate
  • Add cost code entries
  • Verify categorization

Integration with Other Features​

Estimating​

Cost codes organize estimate line items:

  • Group by division
  • Apply appropriate rates
  • Calculate labor costs

Job Costing​

Track actual vs. estimated:

  • Code time entries
  • Categorize expenses
  • Compare to budget

Vendor Management​

Link vendors to cost codes:

  • Assign preferred vendors
  • Track vendor by trade
  • Route purchase orders

Reporting​

Generate reports by cost code:

  • Division summaries
  • Cost code detail
  • Budget vs. actual

Best Practices​

Structure​

  • Use consistent numbering
  • Create logical hierarchy
  • Plan for growth

Naming​

  • Clear, descriptive names
  • Consistent terminology
  • Avoid abbreviations

Maintenance​

  • Review periodically
  • Deactivate unused codes
  • Add new codes as needed

Historical Data​

  • Don't delete used codes
  • Deactivate instead
  • Maintain reporting integrity