Add, edit, manage and archive Cost Codes and Cost Code Groups
It’s important to consider why and how cost codes can benefit your company. When you track your labor and break it down into finer detail, you’ll have a greater understanding of how you can bid projects better and be more efficient.
Because of the critical role cost codes play in the success of a company, knowing how to manage cost codes efficiently within busybusy is important. This includes creating new cost codes for new services, editing old ones to be more refined, or archiving cost codes no longer in use. The same goes for Cost Code Groups. Check out our video on job costing here!
Cost Codes
Enable Cost Codes
To get started, you need to enable Cost Code Tracking in your company settings.
Go to Settings on the bottom of the left navigation menu
Select Time Keeping
Then select Cost Code Tracking
You have the option to require your employees to select a cost code as they clock in by selecting Require Cost Code Tracking
Use Project Scoping to hide cost codes not assigned to a project
If you have Cost Code Tracking required and Project Scoping enabled, but have not yet assigned cost codes to a project, your employees will not be able to clock into the project. If both options are selected be sure to assign each project their cost codes! |
Create Cost Codes
On the left navigation menu select Management Lists
In the Management Lists drop-down menu, select Cost Codes
Select the Create button on the top left
Next, add the actual cost code and description
You can assign the new cost code to a previously created cost code group.
You can also add a unit of measure - this is particularly useful for companies using our Progress Tracking Feature, which you can learn more about by watching a short video here.
Edit Cost Codes
On the left navigation menu, select Management Lists
In the Management Lists drop-down menu, select Cost Codes
Select the cost code you would like to manage. From here, you can:
Edit the cost code by clicking into any one of the four sections OR
Archive the cost code
Archive Cost Codes
On the left navigation menu, select Management Lists > Cost Codes
Select the cost code(s) you want to archive
Select the Archive symbol at the top
Unarchive Cost Codes
On the left navigation menu, select Management Lists > Cost Codes
Use the right side filter to show Archived then click Apply
From here, you can view your archived cost codes or unarchive them
Assign Cost Codes to a Project
This is for those that have project scoping enabled in their settings. For more detailed instructions, check out our article HERE.
On the left navigation menu, select Management Lists
In the Management Lists drop-down menu, select Cost Codes
Select the project that you want to assign cost codes to
Select the Cost Codes header and then select Manage
Select the cost codes that you want to be assigned to the project and then click the Submit button
If you have Cost Code Tracking required and Project Scoping turned on, but have not assigned cost codes to a project, your employees will be unable to clock into the project. If both options are selected be sure to assign each project their cost codes!
This is so important that I wrote it twice!! |
Cost Code Groups
On the left navigation menu, select Management Lists
In the Management Lists drop-down menu, select Cost Codes
Click the three dots in the upper right corner next to the printer icon, and select Manage Cost Code Groups
This screen displays the Cost Code Groups that you have entered as well as the number of cost codes in the group
Create Cost Code Groups
You may have projects where several different jobs were performed, and within these jobs, multiple cost codes were used. You can organize your cost codes for these jobs by creating a Cost Code Group.
On the left navigation menu, select Management Lists
In the Management Lists drop-down menu, select Cost Codes
To create a Cost Code Group, click the three dots in the upper right corner next to the printer icon, and select Manage Cost Code Groups
Select Create in the upper left corner
Enter a name for the Cost Code Group and assign previously created cost codes to the group
 | Time Saver!!! You can add more than one cost code to the group at a time by clicking on the + button and selecting the cost codes you wish to add. |
Edit Cost Code Groups
On the left navigation menu, select Management Lists
In the Management Lists drop-down menu, select Cost Codes
Click the three dots in the upper right corner next to the printer icon, and select Manage Cost Code Groups
Double-click on the Cost Code Group you would like to edit. You can also use the Filter screen to the right to find a Cost Code Group
You can edit the cost code group name
Remove cost codes from the group by hitting the X button next to it
Add additional cost codes to the group: select the + button >> select the cost codes you would like added to the group >> select Submit
When you're finished editing the Cost Code Group click on Update
You can also delete the cost code group by clicking on the Delete button
 | To easily see the cost codes that are included in each Cost Code Group:
|
Delete Cost Code Groups
On the left navigation menu select Management Lists
In the Management Lists drop-down menu select Cost Codes
Click the three dots in the upper right corner next to the printer icon, and select Manage Cost Code Groups
To delete a Cost Code Group, click on the trash can icon next to its name, then select Delete in the pop-up menu
You can also delete multiple Cost Code Groups at a time by clicking the boxes to the left of the groups you wish to delete and then clicking the trash can icon in the upper left-hand corner and selecting Delete in the pop-up menu
You've learned so much about managing cost codes and their groups in busybusy! If cost codes are your thing, you can learn more in our article Create and Use Cost Codes (Web, iOS & Android). |
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