---
title: "Using Cost Codes in Forms (Field Reporting, Logs, Submissions)"
url: "https://help.ontraccr.com/en/article/using-cost-codes-in-forms-field-reporting-logs-submissions"
language: "en"
last_updated: "2025-08-22T18:23:18.114Z"
---

# Using Cost Codes in Forms (Field Reporting, Logs, Submissions)

## 🧾 **Using Cost Codes in Forms (Field Reporting, Logs, Submissions)**

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### **📘 Overview**

In Ontraccr, **cost codes are embedded in forms** to tie field activity back to job costs. Whether you're logging materials, equipment, daily site activity, or subcontractor work, users must select the relevant **cost code** before submitting a form. This ensures all field-reported data feeds directly into budget tracking and job costing.

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### **📄 Where Cost Codes Appear in Forms**

Cost codes appear in **form fields** that are:

-   Set to **Type: Cost Code Selector**
-   Configured to filter by:
    -   **Labor**
    -   **Material**
    -   **Overhead**
    -   **Equipment**

When filling out the form, users will see a **dropdown** with only the relevant cost codes for that project and category.

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### **📥 Submitting a Form with Cost Codes**

1.  Open the assigned form (e.g. Daily Site Log, Material Usage, Subcontractor Report)
2.  Choose the **project**
3.  Select the appropriate **cost code** (required field)
4.  Complete the rest of the form and submit

Once submitted:

-   The data is **instantly linked to that cost code**
-   Labor hours, material costs, or equipment time feed into **actuals** on the **Progress Page**

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### **📌 Field Types That Use Cost Codes**

| Form Field Type | Description |
| --- | --- |
| Cost Code (Labor) | Used for time/labor reporting |
| Cost Code (Material) | Used when reporting material usage |
| Cost Code (Equipment) | Used when logging equipment operation |
| Cost Code (Overhead) | Used for indirect hours/costs |

🧠 You must assign the correct **field type** in the form builder for the dropdown to show the correct category of codes.

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### **🔍 Validation Logic**

-   Users can only select **cost codes that have been added to the project**
-   If a user tries to submit a form without selecting a valid code, the system blocks submission
-   If no codes of the required type are present, the field will show **“No options available”**

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### **🧠 Example: Daily Site Log Form**

Fields:

-   Worker Name
-   Date
-   Hours Worked
-   **Labor Cost Code** (dropdown)

When a foreperson fills this out:

-   They choose “Rough-In Electrical”
-   Enter 8 hours

This logs 8 hours of labor under that cost code — and updates the **Progress Page** and **Job Costing reports** accordingly.

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### 📌 **Tips**

-   Always verify that **cost codes are added to the project** before assigning forms
-   Use **required field settings** to force code selection before submission
-   Match form categories to cost code categories (e.g. don’t use a Labor selector in a Material form)