Cost Codes

A cost code is the label that tells TrueGrade what a dollar was spent on — Concrete, Framing, Electrical Rough-In, Site Work, and so on. Your cost code library is the backbone of cost tracking: every estimate line, budget, invoice, and actual cost is assigned a code, which is what lets TrueGrade compare estimated vs. actual and roll costs up by category.

Cost codes are managed under Settings → Cost Codes. Only Admin and Platform Admin roles can change the library.

Structure

Most builders organize cost codes hierarchically:


03 - Concrete
  03.10 - Formwork
  03.20 - Reinforcement
  03.30 - Cast-in-Place Concrete
06 - Wood & Plastics
  06.10 - Rough Carpentry
  06.20 - Finish Carpentry

You can build your own numbering or start from a standard construction cost-coding system (such as the CSI MasterFormat divisions) and adapt it.

Managing the Library

Add a code with a number, a name, and an optional parent code
Deactivate a code you no longer use — it stays on historical records but won’t appear for new entries
Import a full library from a spreadsheet when first setting up
Map each code to a QuickBooks expense account for accounting export

Avoid deleting a cost code that has already been used on estimates or actuals — deactivate it instead. Deleting a code in active use breaks the link between historical costs and their category.

Where Cost Codes Are Used

Area	How cost codes appear
Estimates	Every estimate line is assigned a code
Cost Actuals	Invoices and receipts are coded as they’re entered
Budget Reporting	Costs roll up by code for estimate-vs-actual comparison
QuickBooks Export	Codes map to expense accounts in your books

Getting Started

Open Settings → Cost Codes
Import your existing library or add codes one at a time
Group codes under parents to match how you report
Map codes to QuickBooks accounts if you export to accounting
Save — the library is immediately available across estimates, actuals, and reports