Basics of Cost Items Database

Basics of Cost Items Database

Navigation: How to Access the Cost Items Database

To manage your database of materials, labor, and more:

1. Go to the Main Menu

2. Scroll down and click Cost Items Database

Purpose

The Cost Items Database (CIDB) in Contractor Foreman allows you to create and manage reusable entries for Materials, Labor, Equipment, Subcontractors, and Other costs. These entries can then be quickly imported into:

• Estimates
• Invoices
• Change Orders
• Purchase Orders
• Timecards, and more

Overview of the Module

The CIDB is broken down into 5 key categories (MLESO):

• Materials
• Labor
• Equipment
• Subcontractors
• Other

Each category is managed on its own tab and supports import/export, editing, and template tools.

You can:

• Add items manually or in bulk via CSV
• Apply global or item-specific markups
• Edit any line item (name, unit cost, markup, notes, status, etc.)
• Switch between table and grid view
• Use search to locate existing items
• Access training videos and import templates from the dropdown

Adding New Items to the Database

To add a new item:

1. Click the “+ Add New Item” button (top right)
2. Select the item type tab (Material, Labor, etc.)
3. Complete the required fields

1. Material Items

Fields to Fill:

• Name (Required)
• Status (Required)
• Unit Cost / Unit (Required)
• Markup %
• Cost Code (from dropdown)
• Notes

2. Equipment Items

Fields to Fill:

• Name / ID (Required)
• Unit Cost / Unit
• Markup % / Status (Status Required)
• Plate # / Registration Expiration
• Insurance Carrier / Inspection Expiration
• Policy # / Expiration
• Purchase Date / Warranty
• Cost Code
• Last Master Reading / Oil Change / Tire Rotation
• Notes

3. Labor Items

Fields to Fill:

• Name (Required)
• Status (Required)
• Unit Cost / Unit (Required)
• Markup %
• Cost Code
• Notes

4. Subcontractors

Fields to Fill:

• Name (Required)
• Status (Required)
• Unit Cost / Unit (Required)
• Markup %
• Cost Code
• Notes

5. Other Items

Fields to Fill:

• Name (Required)
• Status (Required)
• Unit Cost / Unit (Required)
• Markup %
• Cost Code
• Notes

Working With Templates and Imports

• Access dropdown menu (top right)
• Options include:
  • View Import Template
  • Upload & Preview CSV
  • Export List
  • Bulk Markup Tool
  • Help Video

Each item type (MLESO) has its own template to ensure correct formatting.

Important: CSVs must retain their format (especially column headers) when uploading.

Editing Existing Items

To edit any item:

• Click the the item row
• Update fields such as:
  • SKU, Name, Unit Cost, Unit
  • Markup, Total, Cost Code, Notes, Status

Cost Codes: Setup and Relationship to CIDB

Where to Set Cost Codes

1. Go to Main Menu > Company Settings

2. Click on Cost/Work Codes

Post Code System Details

Contractor Foreman organizes Cost Codes using a two-level structure:

• Parent Division – the main category, such as Water
• Child Code – a more specific code under the parent, such as Water Supply

Depending on the Cost Code, you can manage details such as the Code, Name, Status, and Details.

You can also:

1. Edit Cost Codes
2. Archive Cost Codes
3. Assign Cost Codes to Timecards
4. Import standard Cost Code lists
5. Upload your own Cost Codes using a CSV file
6. Available Cost Code Lists

Contractor Foreman provides sample Cost Code lists that can be imported, including:

• NAHB – National Association of Home Builders
• CSI 2016 – Construction Specifications Institute

You can also upload your own Cost Codes using the Cost Code Template in CSV format.

Understanding Cost Items vs Cost Codes

Feature	Cost Items	Cost Codes
Location	Main Menu > Cost Items Database	Company Settings > Cost/Work Codes
Purpose	Line-item pricing data (Materials, Labor, etc)	Categorization for budgeting and tracking
Used In	Estimates, POs, Invoices	Timecards, Budgets, Estimates
Structure	Itemized by MLESO	Hierarchical (Parent → Child)

Pro Tips

• Use templates to batch-import common items at project startup
• Apply bulk markups to entire categories from the dropdown
• Keep descriptions consistent for better tracking
• Assign Cost Codes to each item for more detailed reporting

 

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