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Prepare Cost Codes for Import to the Procore Imports App

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Objective

To properly format your cost codes for import.

Background

You can use the Procore Imports App to self-import your cost codes in bulk to your company's Admin tool. This will add as many cost codes to your company as you need without having to manually add each cost code in Procore. You can also use the Procore Imports app to update existing cost codes in your company's Procore account.

Things to Consider

  • Required User Permissions:
    • 'Admin' level permission on the company's Admin tool.
      Note: Granular Permissions are not supported in the Procore Imports application.
  • Additional Information:

Video

 

Steps

Download the Cost Codes Import Template

Format the Cost Codes Import Template

  1. See below considerations when filling out the template.
    • XLSX or CSV File Requirements:
      • For general formatting considerations, see How do I prepare my data for import into Procore?
      • The XLSX or CSV file must be formatted as a table. 
      • The first line of the table must include the header, which defines the fields in the table.
      • The table in cost code import template must contain the following header row:
        • Two (2) Level: Cost Code Level 1, Cost Code Level 2 and Description.
        • Three (3) Level: Cost Code Level 1, Cost Code Level 2, Cost Code Level 3, and Description.
        • Four (4) Level: Cost Code Level 1, Cost Code Level 2, Cost Code Level 3, Cost Code Level 4,  and Description.
        • Five (5) Level: Cost Code Level 1, Cost Code Level 2, Cost Code Level 3, Cost Code Level 4,  Cost Code Level 5, and Description.
    • Cost Code Structure:
      • Procore supports up to five (5) cost code levels.
        Important! In order to support a cost code structure of three (3) or more levels, the Project level Budget tool must also be configured to use the (Multi-Level) Procore Standard Budget view, instead of the Procore Standard Budget View. See Set Up a Multi-Level Budget View.
  2. Complete the import template.
     Tip
    You can also add cost codes to an existing division or update existing divisions or cost codes in your company's Procore account using the Procore Imports app. Enter the necessary existing information in the template file following the instructions below and then update the applicable information based on the changes you want to make to your company's cost codes in Procore. When you import your completed template file, the Procore Imports app will ask you to confirm the changes to be made that will affect any existing data.
    1. To add a Level 1 Cost Code
      1. Enter a value in the Cost Code Level 1 cell only.
      2. Leave all other Cost Code Level cells blank (for example, levels 2-5).
      3. Enter a value in the Description cell.
      4. Repeat steps 1-3 until all your cost codes are entered.

    2. To add a Level 2 Cost Code
      1. Enter a value and a Description in the Cost Code Level 1 cell. Leave the remaining cells blank (e.g., levels 2-5). 
        Note: This becomes the Division in Procore.
      2. In the next row, complete the following:
        Note: This becomes the cost code in Procore.
        • Enter the same Cost Code Level 1 value. 
        • Enter a value in the Cost Code Level 2 cell.
        • Leave the remaining Cost Code Level cells blank (e.g., levels 3-5).
        • Enter a value in the Description cell.
      3. Repeat step 2 until you have all your cost codes entered for that Cost Code Level 2 set.
      4. If you want to create an additional Cost Code Level 2 set (Division and Cost Codes), repeat steps 1-3.

    3. To add a Level 3 Cost Code
      1. Enter a value and a Description in the Cost Code Level 1 cell. Leave the remaining cells blank (e.g., levels 2-5). 
        Note: This becomes the Division in Procore.
      2. In the next row, complete the following:
        Note: This becomes the Sub-Division in Procore.
        • Enter the same Cost Code Level 1 value. 
        • Enter a value in the Cost Code Level 2 cell.
        • Leave the remaining Cost Code Level cells blank (e.g., levels 3-5).
        • Enter a value in the Description cell.
      3. In the row after, complete the following:
        Note: This becomes the Cost Code in Procore.
        • Enter the same Cost Code Level 1 and Cost Code Level 2 values. 
        • Enter a value in the Cost Code Level 3 cell.
        • Leave the remaining Cost Code Level cells blank (e.g., levels 4-5).
        • Enter a value in the Description cell.
      4. Repeat step 3 until you have all your cost codes entered for that Cost Code Level 3 set.
      5. If you want to create an additional Cost Code Level 3 set (Division, Sub-Division and Cost Codes), repeat steps 1-3.

    4. To add a Level 4 Cost Code
      1. Enter a value and a Description in the Cost Code Level 1 cell. Leave the remaining cells blank (e.g., levels 2-5). 
        Note: This becomes the Division in Procore.
      2. In the next row, complete the following:
        Note: This becomes a Sub-Division in Procore.
        • Enter the same Cost Code Level 1 value. 
        • Enter a value in the Cost Code Level 2 cell.
        • Leave the remaining Cost Code Level cells blank (e.g., levels 3-5).
        • Enter a value in the Description cell.
      3. In the row after, complete the following:
        Note: This becomes the second Sub-Division in Procore.
        • Enter the same Cost Code Level 1 and Cost Code Level 2 values. 
        • Enter a value in the Cost Code Level 3 cell.
        • Leave the remaining Cost Code Level cells blank (e.g., levels 4-5).
        • Enter a value in the Description cell.
      4. In the next row, complete the following:
        Note: This becomes the Cost Code in Procore.
        • Enter the same Cost Code Level 1, Cost Code Level 2, and Cost Code Level 3 values. 
        • Enter a value in the Cost Code Level 4 cell.
        • Leave the remaining Cost Code Level cell blank (e.g., 5)
        • Enter a value in the Description cell.
      5. Repeat step 4 until you have all your cost codes entered for that Cost Code Level 4 set.
      6. If you want to create an additional Cost Code Level 4 set (Division, Sub-Division 1, Sub-Division 2 and Cost Codes), repeat steps 1-4. 

    5. To add a Level 5 Cost Code
      1. Enter a value and a Description in the Cost Code Level 1 cell. Leave the remaining cells blank (e.g., levels 2-5). 
        Note: This becomes the Division in Procore.
      2. In the next row, complete the following:
        Note: This becomes the Sub-Division in Procore.
        • Enter the same Cost Code Level 1 value. 
        • Enter a value in the Cost Code Level 2 cell.
        • Leave the remaining Cost Code Level cells blank (e.g., levels 3-5).
        • Enter a value in the Description cell.
      3. In the row after, complete the following:
        Note: This becomes the second Sub-Division in Procore.
        • Enter the same Cost Code Level 1 and Cost Code Level 2 values. 
        • Enter a value in the Cost Code Level 3 cell.
        • Leave the remaining Cost Code Level cells blank (e.g., levels 4-5).
        • Enter a value in the Description cell.
      4. In the next row, complete the following:
        Note: This becomes the third Sub-Division in Procore.
        • Enter the same Cost Code Level 1, Cost Code Level 2, and Cost Code Level 3 values. 
        • Enter a value in the Cost Code Level 4 cell.
        • Leave the remaining Cost Code Level cell blank (e.g., 5)
        • Enter a value in the Description cell.
      5. In the row after, complete the following:
        Note: This becomes the Cost Code in Procore.
        • Enter the same Cost Code Level 1, Cost Code Level 2, Cost Code Level 3, and Cost Code Level 4 values.
        • Enter a value in the Cost Code Level 5 cell.
        • Enter a value in the Description cell.
      6. Repeat step 5 until you have all your cost codes entered for that Cost Code Level 5 set.
      7. If you want to create an additional Cost Code Level 5 set (Division, Sub-Division 1, Sub-Division 2, Sub-Division 3 and Cost Codes), repeat steps 1-5. 

See Also