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Procore

Import Cost Codes to Procore

IMPORTANT! In order to protect the integrity of your company’s data, Procore Employees are restricted from modifying the data that clients submit in all Procore Import Templates. This restriction applies to all data modifications, including correcting typographical errors. If Procore determines that errors are present in any Procore Import Template that you submit to Procore, it will be returned to you for correction. Please note that the import process may take up to 72 hours to process.

 

Objective

To provide users with an overview with your options for importing cost codes into Procore. 

Background

The Company and Project Level Admin tools include a 17 Division cost code structure that aligns to the CSI MasterFormat. See What are Procore's Default Cost Codes? However, some companies and projects may have requirements that lead you to create a unique cost code structure. When that is the case, you can import custom cost codes into either the Company level or Project level Admin tool.

Many companies design their cost code structure to align with the CSI MasterFormat. Other companies decide to implement a cost code structure that is unique to their industry, organization, or project environment. Regardless of the structure, you can submit a request to have a Procore representative import the custom cost codes for you. 

Cost Code Structure

Procore customers create varied cost code structures to use for budget and cost accounting. The specific cost code structure that your company chooses to use in Procore will depend upon your company's specific accounting methods, practices, and requirements. Procore's cost code structure supports up to five (5) levels. However, most customers choose a two (2) or three (3) level structure for simplicity. The table below shows some commonly used terminology that corresponds to Procore's supported cost code levels.

Procore (2 Level Template) Procore (3-5 Level Templates) CSI MasterFormat Project Accounting
Division Cost Code Level 1 Division Project
Cost Code Cost Code Level 2 Subdivision Subsidiary
Unused Cost Code Level 3 Section Work Breakdown Structure (WBS)
Unused Cost Code Level 4 Subsection Actual Work Activities
Unused Cost Code Level 5 Subsection Labor, Equipment, Material (LEM)

Tutorials About Importing Cost Codes

There are several methods for importing cost codes into Procore. The method that you choose will depend upon:

  • The number of levels in the cost code structure that your company chooses to create. Most Procore customers choose to import a two (2) level cost code structure. Some opt for cost code structures with three (3) levels. However, Procore supports a cost code structure up to five (5) levels. To learn more about the cost code import process and cost code structure in Procore, please review the articles below.
  • Whether you want to import cost codes to the Company or Project level Admin tool.  Importing your cost codes to the Company level Admin tool allows you to add the codes to any project that you create in Procore. Importing your cost codes to the Project level Admin tool allows you to add those codes to the selected project and use them only on that project. 

Use the links in the table below to gain access to the appropriate tutorial:

Number of Cost Code Levels Company Level Admin Tool Project Level Admin Tool
Two (2) Levels Import Two-Level Cost Codes to the Company Admin Tool Import Two-Level Cost Codes to the Project Admin Tool
Three (3) Levels Import Multi-Level Cost Codes to the Company Admin Tool Import Multi-Level Cost Codes to the Project Admin Tool
Four (4) Levels Import Multi-Level Cost Codes to the Company Admin Tool Import Multi-Level Cost Codes to the Project Admin Tool
Five (5) Levels Import Multi-Level Cost Codes to the Company Admin Tool Import Multi-Level Cost Codes to the Project Admin Tool

Important Information For ERP Integrations

If your company has enabled the Company level ERP Integrations tool, you can only use the tutorials above when you want to create cost codes in Procore for use with the Procore + QuickBooks integration. However, it may be interesting for you to understand how the cost code terms from each system corresponds to each Procore Cost Code Level:

Procore (3-5 Level Templates) Sage 300 CRE 1 Spectrum 2 QuickBooks 3 Viewpoint® Vista™ Integration by Ryvit 4
Cost Code Level 1 Section 1 Phase Group (Major Group) Item Phase
Cost Code Level 2 Section 2 Phase Group (Minor Group) Sub Item Sub-phase
Cost Code Level 3 Section 3 Phase Code Sub Item Sub-sub-phase
Cost Code Level 4 Section 4 1 Unused Sub Item 3 Unused 4
Cost Code Level 5 Unused Unused Sub Item 3 Unused

1 The Procore + Sage 300 CRE integration can support up to four (4) levels. However, three (3) is the most common. In addition, sections are commonly named Division, Subdivision, and Cost Code

2 The Procore + Spectrum integration can support more than three (3) levels. However, Procore will consolidate every character after three (3) levels into the third level. The recommended cost codes structure is three (3) levels. 

3 The Procore + QuickBooks integration can support up to five (5) levels. However, two (2) and three (3) levels are recommended and the most common among Procore clients. 

4 The cost code structure for the Procore + Viewpoint® Vista™ Integration by Ryvit integration does NOT permit users to import cost codes into Procore and then export them to Viewpoint® Vista™ Integration by Ryvit. Instead, cost codes are a hard-coded two (2) level cost code structure and your cost codes must always be created in Viewpoint® Vista™ Integration by Ryvit. The Viewpoint® Vista™ Integration by Ryvit cost code structure does support up to four (4) levels. However, three (3) is the most common. See Configure Cost Code Preferences for Viewpoint Vista

See Also

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