Importing Cost Codes into Ontraccr

🧾 Importing Cost Codes into Ontraccr

📘 Overview

Ontraccr supports multiple ways to bring cost codes into your account, making it easy to set up your job costing structure at scale. You can:

1. Manually create cost codes
2. Import cost codes from a CSV or Excel file
3. Sync or import cost codes from integrated accounting systems like QuickBooks Online, Sage 100, or Eclipse

📥 Method 1: Manual Entry

Best for:

• Creating a few cost codes at a time
• Adding unique, job-specific codes

Steps:

1. Go to Global Cost Codes
2. Click Add (+) → Create
3. Fill in all required fields (Number, Name, Description, Category, etc.)
4. Save

Manual creation is also available within projects under Step 3 when editing or creating a project.

📁 Method 2: CSV / Excel Import

Best for:

• Bulk uploading dozens or hundreds of codes
• Migrating from spreadsheets or older systems

Steps:

1. Go to Global Cost Codes
2. Click Add (+) → Upload
3. Download the provided template
4. Fill in each row with:
   • Unique Cost Code Number
   • Unique Cost Code Name
   • Required Description
   • Division (if applicable)
   • Category (Labor, Material, Overhead, Equipment)
5. Upload your completed file

✅ Tip: You may also include optional fields (e.g., hourly cost, billing rate) if you want them prefilled.

🔗 Method 3: Import from Accounting Software

Best for:

• Companies already using cost codes in a connected system

Supported integrations:

• QuickBooks Online (QBO)
• Sage 100
• Eclipse
• Others that support export-to-CSV workflows

Two options:

1. Direct Sync — if integration is enabled, Ontraccr can pull in cost codes from your accounting system
2. Manual Export + Upload — export cost codes from your accounting system and import using the spreadsheet method above

🔍 Verifying Imported Cost Codes

• Once imported, cost codes will appear in the Global Cost Codes list
• Each imported cost code will display its linked integration (e.g., “QuickBooks”) in its detail view

To see if a cost code is synced:

• Click the code
• Scroll to the Integrations section
• Linked systems (like QBO or Eclipse) will be listed

🧠 Best Practices

• Always double-check for unique names and numbers — duplicates will block upload
• Use divisions correctly if uploading for multiple business units
• For consistency, match cost code structure to your internal budget line items
• After importing, edit codes manually if you need to tweak descriptions or rates