Batch Import Cost Codes

Modified on Wed, 4 Mar at 10:45 PM

As an administrator, you can quickly populate your company's master list by batch-importing standard (like CSI) or custom cost codes directly from a spreadsheet. This bulk upload feature saves time and ensures your financial documents are ready for highly accurate tracking from day one.

Batch importing cost codes is especially useful for:

Uploading your entire standardized list of cost codes during your initial system setup to avoid entering them one by one.
Importing a large volume of highly specific codes to track distinct deliverables and quantity-specific tasks.
Expanding your project scope quickly by uploading batches of new codes for Time & Materials (T&M), ad-hoc work, or recurring costs.

You can add multiple cost codes to your master list in two ways. Select the method below to jump to the exact instructions you need:

Method 1: Manually Create the Cost Code List - Best for quickly entering a small batch of codes directly into the system interface.
Method 2: Import Cost Codes from a Spreadsheet File- Best for large volumes; requires a Excel file.
- Step 1: Prepare your cost code spreadsheet
- Step 2: Upload the file to your master list

Manually Create the Cost Code List

Ensure that you are on the 'Cost Codes' screen, if not:
- Log in to your company management console
- Click 'Cost Code' on the top and 'Active Codes' on the left
- Click the 'Import' button at the top right

Click 'Create' inside the box to open the sheet to manually the cost items one-by-one

Enter the values for the first item under the following column headers:

Cost Code: The unique alphanumeric identifier or CSI code.
Task Name: A short, descriptive label for the cost item.
Task Type: The category of the work (e.g., ADMIN, OFFICE, FIELD, T&M, or Recurring Cost).
Cost Type: The classification of the expense. Can be Fixed (predefined allocation) or Variable (changes based on usage or conditions).
Cost Attribution: How the cost is allocated. Can be Direct (project-specific, like materials, labor, and equipment) or Indirect (overhead, miscellaneous, and external subcontractors).
Quantity: The amount of work done or deliverables achieved (Applies only to Quantity-Specific Tasks).
Unit: The unit of measurement for the quantity (Applies only to Quantity-Specific Tasks). Click inside the 'Unit' cell of the row to open the selection window:

Category: Defines the broader classification of the measurement, such as Length, Area, Volume, Weight, or Count.
Unit: Defines the exact unit of measurement used to quantify the work item, based on the selected category.
Click 'Save'
Effort: The labor required to complete the specified quantity (Applies only to Quantity-Specific Tasks).
Click 'Add Row' and repeat the process to add more cost codes to the list
Use the icon to remove any inadvertently added entries
Once the list is complete, click 'Save' to upload the list

Once saved, the items are added to your cost code list and are auto-added with color codes. You can change these color codes as required. See Change Color of a Cost Code for more details.

Import Cost Codes from a Spreadsheet File

The process involves two steps:

Step 1 - Create a List of Cost Codes
Step 2 - Upload the Cost Code List

Step 1 - Create a List of Cost Codes

Ensure that you are on the 'Cost Codes' screen
Click the 'Import' button on the top right.
Click 'Download' at the bottom right to obtain a blank Excel file containing the required field headers.
Create your cost code list in the Excel file by entering the values for each line item.

To ensure a successful batch upload, your spreadsheet must meet the following conditions:

File structure

Header Row: Keep the first row intact with the exact column headers as they appear in the downloaded template
One Row Per Cost Code: Every line below the header should contain the details for a single Cost item. Ensure all fields align correctly under their respective headers.
File Name: Save the document with a clear, recognizable file name before uploading.

Required Field Details

Cost Code: The unique identifier or CSI code. Entering this code into financial documents (like budgets or estimates) will automatically populate the associated task details.
Task Name: A short, descriptive label for the cost item.
Task Type: The category of the work (e.g., ADMIN, OFFICE, FIELD, T&M, or Recurring Cost).
Cost Type: The classification of the expense. Can be Fixed (predefined allocation) or Variable (changes based on usage or conditions).
Cost Attribution: How the cost is allocated. Can be Direct (project-specific, like materials, labor, and equipment) or Indirect (overhead, miscellaneous, and subcontractors).
Quantity: The amount of work done or deliverables achieved (Applies only to Quantity-Specific Tasks).
Effort: The labor required to complete the specified quantity (Applies only to Quantity-Specific Tasks).
Unit: The unit of measurement for the quantity (Applies only to Quantity-Specific Tasks).
Save the Excel file with an appropriate name.

Step 2 - Upload the Cost Code List

Return to the 'Upload Cost Code List' screen
Click inside 'Browse' and navigate to the file you want to upload.
- Alternatively, drag and drop the file into the box

Your entries are validated and added to the draft list if there are no errors in them. Correct the errors where necessary. Click inside the cell and edit the details as required

Enter the task type for each item manually. The permitted values are 'ADMIN,' 'OFFICE,' 'FIELD,' and T&M.
Enter the cost type as fixed or variable and cost attribution as direct or indirect.
Enter the Unit of measurement as required
Click the 'Save' button.

Once saved, the items are added to your cost code list and are auto-added with color codes. You can change these color codes as required. See Change Color of a Cost Code for more details.

Search, filter, and sorting options:

Use the 'Search' box located at the top left to find a cost code using any value from the table as search criteria
Right-click the column header and customize the display and order of the columns as you wish
The options at the top right allow you to filter the entries, create nested groups of entries, and manage personalized and customized views of the table. Use the links below to learn more about these:

Hover over a column header and click the icon to sort the rows in ascending or descending order of entries in that column

Download the File list

Click the 'Download' button at the top-right to save a copy of the list in Excel format on your device or in the project repository for record-keeping and sharing. See Download List Views and Logs in Excel Format to learn more