Add or Import Cost Groups, Cost Items, and Cost Sections

Cost groups, cost items, and cost sections are used to build estimates and change orders. Cost groups can be used to categorize expenses. Refer to the article Understanding Cost Groups, Cost Items, and Cost Sections. 

One of the first things to do when setting up your Buildwise account is to add cost groups, cost items, and cost sections. Any that you add will be available across all of your projects. After adding cost groups, cost items, and cost sections, you can update them at any time. Refer to the article Manage Cost Groups, Cost Items, and Cost Sections.

In this article, we’ll discuss where you can add cost groups, cost items, and cost sections and some of the options you can select when adding them. 

• Locate Cost Groups, Cost Items, and Cost Sections
• Add a Cost Group
• Add a Cost Item
• Add a Cost Section
• Track Time
• Upload Receipt
• Bulk Upload Cost Groups and Cost Items

Locate Cost Groups, Cost Items, and Cost Sections

Click Settings at the bottom of the left sidebar. If the left sidebar is collapsed, click the gear icon. 

The Settings page opens. Scroll to the Vocabularies section. 

Note: Cost items are only visible by clicking the arrow to the left of specific cost groups.

Tip: Can’t find a cost group or cost section? It may have been archived. Toggle the Show Archive switch to the right at the top of the Cost Section or Cost Group section.

Add a Cost Group

Bulk Upload — You can bulk upload cost groups to Buildwise by using our template to upload our standard set of cost groups or adjust these for your own. Refer to the Bulk Upload Cost Groups and Cost Items section below for more information.

Manual Upload — To add an individual cost group follow these steps:

1. Scroll to the Cost Group section on the Company Settings page. 
2. Click the Add Cost Group button at the bottom. 
3. Enter the Name of the group.

Note: When users are tracking time on their phones, too many cost groups can confuse team members as they scroll for the correct cost group. We recommend a maximum of 8 to 12 cost groups; only add more if it is absolutely necessary for your team members to use them. Refer to the Track Time section below. 

Reorder Cost Groups

The order in which cost groups are listed on the Company Settings page determines the order they are listed as options for estimates, change orders, and expenses as well as how they appear on the mobile app. You can adjust that order at any time by using the ↑ and ↓ icons. Refer to the article Manage Cost Groups, Cost Items, and Cost Sections for details.

Add a Cost Item

Bulk Upload — You can bulk upload cost items to Buildwise by using our template to upload our standard set of cost groups or adjust these for your own. Refer to the Bulk Upload Cost Groups and Cost Items section below for more information.

Note: The order you enter cost items is the order they will be listed under the cost group. To change that order, you must delete the item names and codes and re-enter them in the desired order. 

Locate the desired cost group in the Company Settings page > Cost Group section and click the arrow to the left. 

If applicable, a list of existing cost items will appear below the cost group. Click Add Cost Item. 

Enter the cost item Code and Name. Your changes will be saved automatically.

Add a Cost Section

Cost sections help organize your scope of work in estimates and change orders. They are optional and do not have to be added for projects.

On the Company Settings page, scroll to Cost Section.

Click the Add Cost Section button at the bottom. 

Enter the Name of the cost section. 

Tip: You cannot bulk upload cost sections, but here are some recommended Cost Sections:

• Basement
• First Floor
• Second Floor
• Third Floor
• Roof
• Demolition
• Heating/Cooling
• Ventilation
• Gas Work
• Electrical Service

Reorder Cost Sections

The order in which cost sections are listed on the Company Settings page determines the order they are listed as options for estimates, change orders, and expenses. You can adjust that order at any time by using the ↑ and ↓ icons. Refer to Manage Cost Groups, Cost Items, and Cost Sections for details.

Track Time 

When you add a cost group, time tracking is automatically enabled. You can also make it a category for your team members to track and bill time under. When team members track time on the Buildwise app, they must sort their time into the various cost groups their hours belong to at the end of their shift. 

Tip: Too many cost groups can confuse team members as they scroll for the correct cost group on their phones. To simplify the process for them, try to limit the number of cost groups you allow time tracking for. We recommend a maximum of 8 to 12 cost groups; only add more if it is absolutely necessary for your team members to use them.

Use the Track Time checkboxes to allow team members to track for a cost group. Click on the checkbox to allow tracking and uncheck to hide a cost group.

Upload Receipt

Team members with the Buildwise mobile app can upload receipts of expenses. When team members upload a receipt, they link it to a cost group in a project. 

Note: When uploading your cost groups, these checkboxes will be automatically checked.

Use the Upload Receipt checkboxes to allow team members to link receipts with a cost group. 

Click the checkbox to allow uploading, and uncheck the box to hide uploading for the cost group. 

Bulk Upload Cost Groups and Cost Items

To get started quickly, download our template containing our standard 36 cost groups with our standard associated cost items.

Go to Settings > Vocabularies > Cost Groups and click Download CSV. You can also use this Google sheets link.

You can edit this template like a normal Excel file or upload it as is. 

If you want an entirely custom list of cost groups and cost items, you can remove rows 2 and down in the template and enter your own information. When doing so, ensure that you duplicate the cost group name for all cost items you wish to have appear underneath the cost group.

Note: The Cost Item column will display as the Code for the cost item. 

Save any changes you make to the file. 

When you’re ready, click the Upload icon and select the template file. 

Your cost groups and cost items will populate in Buildwise.