--- title: Cost Code Overview description: Learn how to set up and use cost codes to categorize and track project expenses across estimates, budgets, invoices, time clock, and more. Cost codes also support QuickBooks integration and make it easy to compare estimated vs. actual costs. --- [Skip to content](https://help.ressiosoftware.com/adding-cost-codes-to-ressio#main-content) English Show submenu for translations [Contact us](https://help.ressiosoftware.com/kb-tickets/new?hsLang=en) ![Untitled design (22)](https://43531900.fs1.hubspotusercontent-na1.net/hub/43531900/hubfs/Untitled%20design%20(22).png?width=75&height=75&name=Untitled%20design%20(22).png) Open main navigation Close main navigation - English Show submenu for translations - [Contact us](https://help.ressiosoftware.com/kb-tickets/new) - [Go to ressiosoftware.com](https://www.ressiosoftware.com/) [Go to ressiosoftware.com](https://www.ressiosoftware.com/) Hello. How can we help? - There are no suggestions because the search field is empty. 1. [Ressio Knowledge Base](https://help.ressiosoftware.com/?hsLang=en) 2. [Feature guides](https://help.ressiosoftware.com/feature-guides?hsLang=en) 3. [Budget](https://help.ressiosoftware.com/feature-guides?hsLang=en#budget) # Cost Code Overview ## Learn how to set up and use cost codes to categorize and track project expenses across estimates, budgets, invoices, time clock, and more. Cost codes also support QuickBooks integration and make it easy to compare estimated vs. actual costs. Cost codes classify and categorize your project expenses, allowing you to compare estimated costs to actuals and understand what’s impacting your bottom line. They typically expand upon your basic **Materials, Labor, and Subcontractor categories**, and can be customized to fit your business needs. Below are two example code sets to help you get started. ### Key Features 🧾 Consistent expense categories across projects. 🛠️ Add, rename, or deactivate codes as your business evolves. 📊 Track estimated vs. actual costs. 🔄 Integrate with QuickBooks to effortlessly populate your budget --- #### Table of Contents 1. Example Cost Codes 1. **[NAHB Cost Codes](https://43531900.fs1.hubspotusercontent-na1.net/hubfs/43531900/NAHB-Cost-Codes%20(3).xlsx)** 2. **[CSI 16 Division Cost Codes](https://43531900.fs1.hubspotusercontent-na1.net/hubfs/43531900/16%20Divisions%20cost%20codes%20(1).xlsx)** 2. [Navigation and Setup](https://help.ressiosoftware.com/adding-cost-codes-to-ressio#nav) 3. [Adding Cost Codes](https://help.ressiosoftware.com/adding-cost-codes-to-ressio#Adding) 4. [Using Cost Codes](https://help.ressiosoftware.com/adding-cost-codes-to-ressio#using) 5. [Budgeting](https://help.ressiosoftware.com/adding-cost-codes-to-ressio#Budget) 6. [Importing from Quickbooks](https://help.ressiosoftware.com/adding-cost-codes-to-ressio#quickbooks) --- ### Navigation and Sorting Access and manage cost codes in **Company Settings - Cost Codes**. ![Screenshot 2025-06-20 221016](https://43531900.fs1.hubspotusercontent-na1.net/hub/43531900/hubfs/Screenshot%202025-06-20%20221016.jpg?width=575&height=430&name=Screenshot%202025-06-20%20221016.jpg) 🔃 **Sorting:** Click any column header to sort cost codes. 🔐 **Access:** Only Admins can access the Cost Codes settings. --- [\[back-to-top\]](https://help.ressiosoftware.com/adding-cost-codes-to-ressio#back-to-top) ### Adding Cost Codes If you’re new to Ressio, your Onboarding Coach can help import any existing cost codes you're currently using. You can also add cost codes in two ways: 1. **Import from Quickbooks** ([Requires integration](https://help.ressiosoftware.com/connecting-your-quickbooks-online-account-to-ressio?hsLang=en)) 2. **Add manually** To add codes one at a time, click **Add New**. **![Add new-1](https://43531900.fs1.hubspotusercontent-na1.net/hub/43531900/hubfs/Add%20new-1.jpg?width=575&height=433&name=Add%20new-1.jpg)** #### Structuring Your Cost Codes - **Code Name** is required. - Optionally, press **Tab** to enter a description, category, and SKU. - Each cost code typically includes both a number (e.g., **0300**) and a name (e.g., **Framing**). Codes can be general (e.g., **100 Material Cost of Goods Sold**) or specific (e.g., **3010 Rough Plumbing - Subcontractor**). See examples at the [top of the page.](https://help.ressiosoftware.com/adding-cost-codes-to-ressio#back-to-top) --- [\[back-to-top\]](https://help.ressiosoftware.com/adding-cost-codes-to-ressio#back-to-top) ### Managing Cost Codes You can edit or deactivate cost codes at any time. ✏️ **Edit:** Type directly into a cell ✅ **Activate / ❌ Deactivate:** Check or uncheck the *Active* box ![Recording2025-06-26174831-ezgif.com-optimize](https://43531900.fs1.hubspotusercontent-na1.net/hub/43531900/hubfs/Recording2025-06-26174831-ezgif.com-optimize.gif?width=600&height=446&name=Recording2025-06-26174831-ezgif.com-optimize.gif)  **🔁 NOTE:** Edits will apply across all projects. Deactivated codes remain in place where already used but cannot be added to new costs. --- [\[back-to-top\]](https://help.ressiosoftware.com/adding-cost-codes-to-ressio#back-to-top) ### Using Cost Codes Cost codes are used throughout your project to categorize expenses. You can add them wherever costs are entered, including: 📐 **Estimates** | 🔁 **Change Orders** | 📑 **Bid Requests** Use the **Cost Code** column. **![Recording2025-06-26190159-ezgif.com-optimize](https://43531900.fs1.hubspotusercontent-na1.net/hub/43531900/hubfs/Recording2025-06-26190159-ezgif.com-optimize.gif?width=600&height=363&name=Recording2025-06-26190159-ezgif.com-optimize.gif)** **📦 Purchase Orders | 📥 Bills | 🧾 Client Invoices** Click **✏️ Edit** to assign a cost code. ****![Recording2025-06-26185641-ezgif.com-optimize](https://43531900.fs1.hubspotusercontent-na1.net/hub/43531900/hubfs/Recording2025-06-26185641-ezgif.com-optimize.gif?width=600&height=308&name=Recording2025-06-26185641-ezgif.com-optimize.gif)**** ****🎯 Selections**** Assign a cost code via the **Selection** side drawer. ![Recording2025-06-26204313-ezgif.com-optimize](https://43531900.fs1.hubspotusercontent-na1.net/hub/43531900/hubfs/Recording2025-06-26204313-ezgif.com-optimize.gif?width=600&height=350&name=Recording2025-06-26204313-ezgif.com-optimize.gif) 💡 **Tip**: If a cost code isn’t showing while editing a cost, check if it’s listed and active in **Company Settings - Cost Codes.** --- #### Time Clock 🕒 Workers can select the appropriate labor cost code to indicate the type of work performed during their shift. ![Recording2025-06-26184128-ezgif.com-optimize](https://43531900.fs1.hubspotusercontent-na1.net/hub/43531900/hubfs/Recording2025-06-26184128-ezgif.com-optimize.gif?width=600&height=410&name=Recording2025-06-26184128-ezgif.com-optimize.gif) 📋 **NOTE:** The available list of cost codes is based on the project’s estimate. If a code is missing, add a cost line to the estimate with the desired code. --- [\[back-to-top\]](https://help.ressiosoftware.com/adding-cost-codes-to-ressio#back-to-top) ### Budgeting When you **[organize your Budget by Cost Code](https://help.ressiosoftware.com/understanding-the-project-settings?hsLang=en#Financials) ,** each row reflects total costs from estimates, change orders, selections, purchase orders and bills/expenses. ![Budget](https://43531900.fs1.hubspotusercontent-na1.net/hub/43531900/hubfs/Budget.jpg?width=688&height=414&name=Budget.jpg) **💡Tip**: If budget codes appear out of order, go to the Cost Code page and select **Sort** at the bottom.![Sort](https://43531900.fs1.hubspotusercontent-na1.net/hub/43531900/hubfs/Sort.jpg?width=250&height=159&name=Sort.jpg) --- [\[back-to-top\]](https://help.ressiosoftware.com/adding-cost-codes-to-ressio#back-to-top) ### Importing Cost codes from QuickBooks If you have integrated with Quickbooks Online, you can import your **QuickBooks Product and Services** into the Cost Code page. Select **Import from Quickbooks** **![Quickbooks2](https://43531900.fs1.hubspotusercontent-na1.net/hub/43531900/hubfs/Quickbooks2.jpg?width=600&height=448&name=Quickbooks2.jpg)**  💡**Tip:** If you've already entered codes, they’ll automatically match if the names align. #### Manually Matching codes If any QuickBooks codes don’t match automatically, use the dropdown in the **QuickBooks Item** column to link them manually. ![Recording2025-06-26221917-ezgif.com-optimize](https://43531900.fs1.hubspotusercontent-na1.net/hub/43531900/hubfs/Recording2025-06-26221917-ezgif.com-optimize.gif?width=575&height=445&name=Recording2025-06-26221917-ezgif.com-optimize.gif) ➡️ **NOTE**:  Each QuickBooks item can only be matched once. After it’s linked, it won’t appear in the dropdown again. --- [\[back-to-top\]](https://help.ressiosoftware.com/adding-cost-codes-to-ressio#back-to-top) If you have any questions or need further assistance, contact our support team at [support@ressiosoftware.com](mailto:support@ressiosoftware.com). 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