Setup — Cost Codes
Create a master list of cost codes and categories to standardise how you categorise costs across your estimates.
Who this is for
Builders, subcontractors, and estimators. Any team member setting up the foundational data for your estimates should be familiar with this module. Cost Codes are a reference library — once you set them up, the whole team can use them.
What this module is for
Cost Codes let you create a standard list of cost categories and line items to use consistently across all your estimates. Instead of typing "brickwork external", "brickwork internal", and "brickwork feature" in three different estimates, you build a Cost Codes library with Brickwork as a category and those three items under it. Then when you're estimating, you pick them from the list. Over time, this saves typing and makes your estimates more consistent and easier to analyse.
Things worth knowing upfront
Cost Codes are organised as categories with items inside. You cannot add items without a category.
A category must have at least one item in it to be useful. You can add items after you create the category.
Once you save, you can edit codes and descriptions. You cannot change the category an item belongs to without deleting and recreating it.
Deleted items cannot be recovered. Deleted categories and all their items are also permanent.
Cost Codes are shared across your entire organisation. Every user sees the same list.
How to get there
Setup > Cost Codes
From anywhere in Core Estimator, click the Setup tab at the top. On the left menu, click Cost Codes.
What you'll see
The Cost Codes screen has a two-panel layout:
Left panel: Categories list. Shows all your cost code categories (e.g. Structural, Finishes, Mechanical). Has an Add Category button above the list.
Right panel: Items in the selected category. Shows codes and descriptions for that category. Has an Add Item button above the list.
When you select a category on the left, the right panel updates to show only items in that category.
Step-by-step: add a new cost code category
Click the Add Category button (left panel, top).
Type a category name (e.g. "Structural", "Finishes", "Electrical"). The category name is how you'll find it later.
Click Save at the bottom right.
Note: When you save a category, it appears in the left panel immediately. But the category is not complete until you add at least one item to it.
Step-by-step: add cost code items
Select a category from the left panel by clicking on it.
Click the Add Item button (right panel, top).
Two fields appear:
Code: A short code you'll use to identify this item (e.g. "BRICK-EXT", "DOOR-INT"). Keep it concise — this appears in your estimates.
Description: The full name of the item (e.g. "Brickwork external walls", "Internal doors hinged"). Builders read this when choosing items.
After you fill both fields, click Save.
Field | What it's for | Required? |
Code | A unique identifier for this cost item. Used in estimates and reports. Should be short and memorable. | Yes |
Description | The readable name of the item. Appears when builders are selecting cost codes in estimates. | Yes |
Worked example
Let's build a Cost Codes library for a residential house with a brickwork focus.
Step 1: Create categories
First, create three categories:
Brickwork — all brickwork items
Doors — external and internal doors
Windows — all window types
Step 2: Add items to Brickwork
Select the Brickwork category and add these items:
Code | Description |
BRICK-EXT-FACE | Brickwork external walls, face brick |
BRICK-EXT-COMMON | Brickwork external walls, common brick |
BRICK-INT-PART | Brickwork internal partition walls |
Step 3: Add items to Doors
Select the Doors category and add these items:
Code | Description |
DOOR-EXT-TIMBER | External entry door, timber frame |
DOOR-INT-820 | Internal hinged door 820mm |
DOOR-INT-900 | Internal hinged door 900mm |
Step 4: Use them in an estimate
When you create a Costing Item or add a line to an estimate, you'll now be able to select from your Cost Codes. Instead of typing "brickwork external walls, face brick", you pick BRICK-EXT-FACE from the list. The system fills in the full description automatically.
Note: Your Cost Codes library grows over time. Don't worry about creating the perfect list upfront. Start with the most common items, then add more as you estimate more jobs.
Tips
Code naming: Use a simple pattern like CATEGORY-TYPE or CATEGORY-TYPE-SIZE. This makes codes self-documenting and easier to remember.
Description detail: Write descriptions as you'd say them on site. A builder reading "External brickwork, face brick" in an estimate understands it immediately.
Reorder items: Within a category, you can drag items up or down to set the order they appear in your estimates. Commonly used items at the top makes picking faster.
Shared library: If someone on your team adds a new cost code, every team member sees it automatically. Check with your team on naming conventions so your list stays organised.
Troubleshooting
Symptom | Cause | Fix |
I created a category but I can't add items to it | You need to select the category first before the Add Item button becomes active. | Click the category name in the left panel to select it (it will highlight), then click Add Item in the right panel. |
I can't find a cost code I created | The item might be in a different category than you expected, or it wasn't saved. | Click through each category in the left panel and check the items list. If you still can't find it, scroll down — recently added items sometimes appear at the bottom. |
I want to delete an item but there's no delete button visible | The delete action is on the item row itself, not in a toolbar. | Look for a context menu button (usually three dots) on the item row and click it to see the delete option. |
An item I deleted is still appearing in my estimates | Existing estimates that used that cost code before deletion still show it. Deletion only prevents new uses. | This is expected. The old estimate still records what was used. To change it, edit the line in the estimate directly. |
All my cost codes have disappeared | More likely you're viewing the wrong category, or the browser needs a refresh. | Refresh your browser (F5 or Cmd+R). If items are still missing, contact support. |
Related articles
Costing Items — assign costs to your cost codes and build a price library
Estimates — where cost codes are used when building out a job
Setup — Lists — other reference lists like Cost Types that work alongside Cost Codes
Still stuck?
Reach out through the chat bubble in the bottom right of Core Estimator and we'll give you a hand.