How do I import Cost Items into the Database using a CSV file?

How to Import Cost Items into the Database Using a CSV File

Navigation: Accessing the Import Tool

1. Go to the Main Menu

2. Click Cost Items Database

3. In the upper-right corner, open the dropdown menu

Why Import Cost Items via CSV?

Importing Cost Items via a CSV file is a fast and efficient way to populate your Contractor Foreman system with all of your standard pricing data—including materials, labor, equipment, subcontractor rates, and other recurring costs.

Instead of manually entering items one at a time, this method allows you to:

• Upload large volumes of cost data at once
• Standardize pricing across your entire team or company
• Speed up estimate creation by having items preloaded with unit cost, markup, and cost codes
• Ensure consistency across estimates, invoices, change orders, and purchase orders

It’s especially useful when:

• Migrating from another system
• Setting up Contractor Foreman for the first time
• Updating pricing at the start of a new fiscal year or project season
• Maintaining a structured item database for faster project workflows

Steps to Import Cost Items

1. Download the Correct Template

• In the top-right dropdown, choose View Import Template

• Select the appropriate template for your item type:
  • Material
  • Labor
  • Equipment
  • Subcontractors
  • Other

Each template is formatted with the correct columns to avoid upload errors.

2. Fill Out the CSV File

• Open the downloaded .CSV file in Excel or Google Sheets
• Enter your item data:
  • Name (required)
  • Unit Cost / Unit (required)
  • Status (required)
  • Unit, Markup%, Cost Code, Notes, etc.

Be sure not to change the column headers or file format. Save your file as .CSV when finished.

3. Upload and Preview Your CSV

• Back in Contractor Foreman, click Import Items from the dropdown again
• Use the Upload & Preview CSV button
• Review the data that will be imported to ensure it’s correct

If anything is incorrect, you can fix the CSV and re-upload.

4. Submit the Import

• Once everything looks correct in the preview screen, click Submit
• Your items will now be available in the Cost Items Database, ready to be used in estimates, invoices, POs, and more

Best Practices & Tips

• Use the Export feature to see examples of your existing items
• Use Automatic/Bulk Markup from the same dropdown to quickly apply markup to your imported items
• Each item type (Material, Labor, etc.) must be imported using its specific template
• If you need to correct data later, you can edit items individually or re-import a new CSV