Adding or Revising Cost Codes

Cost Codes

Contractor Foreman allows you to create custom cost codes or import cost codes from standard databases. Cost codes can be organized using a two-level structure, with Parent Codes and Child Codes.

A Parent Code represents a broader category, while Child Codes can be used to further organize specific cost types or project activities within that category.

For example:

• Parent Code: 23 00 00 – Heating, Ventilating, and Air Conditioning (HVAC)
• Child Code: 23 01 00 – Operation and Maintenance of HVAC Systems
• Child Code: 23 05 00 – Common Work Results for HVAC

This structure helps you organize project costs in greater detail and makes it easier to track and manage expenses across different areas of a project.

To begin, go to the Main Menu and navigate to the Settings. There, under System Settings, go to Cost Codes. There are multiple methods to add cost codes to your system.

Method 1: Manually Adding Parent and Child Codes

You can manually create both Parent Codes and Child Codes by yourself in Contractor Foreman. Here’s how:

Add a Parent Code:

Go to the Action drop-down menu at the top left of your screen. Select “Add Parent Code (Division)”.

Fill out the following fields:

• CSI Code (e.g., 23 00 00).
• CSI Name* (e.g., Heating, Ventilating, and Air Conditioning (HVAC)).
• Status (choose either Active or Archived).

Save your Parent Code.

• Add Child Codes to a Parent Code:

To add Child Codes under the newly created Parent Code, return to the Action dropdown menu and select “Add Child Code (Major)” or click the “+” icon next to the Parent Code.

Fill out the following fields:

• Parent Cost Code* (Select the Parent Code under which this Child Code will fall).
• CSI Code (e.g., 23 01 00).
• CSI Name* (e.g., Operation and Maintenance of HVAC Systems).

1. Status (Active or Archived).

Save the Child Code.

This method allows you to fully customize the structure of your cost codes and ensures the flexibility to meet specific project requirements.

1. Method 2: Import Cost Codes from Standard Databases (NAHB or CSI)

Contractor Foreman supports importing cost codes from two major industry-standard databases, depending on whether your project involves residential or commercial construction:

NAHB (National Association of Home Builders): Best for residential construction.

CSI 2016 (Construction Specifications Institute): Ideal for commercial construction.

To import cost codes from either database, go to the Action drop-down menu at the top left. Select “Import Cost Codes (From CSI or NAHB)”.

Choose either the NAHB or CSI 2016 database as you prefer. A full list of cost codes from the selected database will appear.

Browse and select the codes you wish to import, then click “Import Codes”.

You can import from one database at a time but can import from both NAHB and CSI as needed to build a comprehensive list of cost codes. However, it is recommended to use one database and build up further on that to keep your cost code database consistent and organised.

Method 3: Import Cost Codes from a CSV File

If you already have a predefined list of cost codes, you can easily import them into Contractor Foreman. However, you will have to import them into the Contractor Foreman Cost Code Import Template.

Go to the Action dropdown menu and select “View Import Template”. This will download a CSV template that you can fill out using Excel or any CSV-compatible application. Add your cost codes to the template, making sure to follow the format provided.

To import from the CSV file, go to the Action dropdown menu and select “Import Cost Codes (From File)”.

Choose the CSV file you have filled out and upload it.

This method is ideal if you already have a cost code system in place and want to migrate it to Contractor Foreman.

Additional Cost Code Features

In addition to creating and importing cost codes, Contractor Foreman provides several tools to help you manage your cost code database.

View Previous Imports

You can review your previous cost code imports at any time:

• Open the Action dropdown menu.
• Select View Previous Imports.
• Review your past import records.
• Export Cost Codes

You can export your cost code list as a CSV file for record-keeping or sharing:

• Open the Action dropdown menu.
• Select Export Cost Codes.
• Save the exported CSV file to your device.
• Add & Set Retainage Codes

You can configure default cost codes for Sub-Contract Retainage and Invoice Retainage through Financial Settings.

• Select Add & Set Retainage Code.
• You will be redirected to Financial Settings.
• Under Automatically select to “Tax” these item types, locate the retainage settings.
• Click the green pencil icon to edit the settings.
• Select the appropriate Sub-Contract Retainage and Invoice Retainage cost codes.
• Save your changes.

Note: The cost codes you want to use for retainage should already exist in your Cost Code Database.

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