Where cost codes are managed
Project cost codes are managed from the Cost Codes tab on the project detail page. The table shows description, code, and active or inactive status.
What cost codes affect
Cost codes are project-scoped. They can be used when raising requisitions, creating assignments, amending cost code allocations, importing timesheets, and exporting cost-code allocation data.
Search and review
Use the Cost Codes tab search to find matching codes or descriptions. Inactive cost codes are included on this project view so administrators can review and reactivate them if needed.
Active and inactive status
Cost codes are treated as active unless the active flag is explicitly false. Deactivating a cost code keeps it available for review and history while preventing it from being treated as a normal active option.
Cost code display settings
Use Settings from the Cost Codes action menu to choose where project cost codes appear: when raising a requisition, in requisition overview, in assignment overview, in timesheet overview, when allocating timesheet hours, and when allocating expenses. All six switches start on. Turning off the requisition form switch removes its required cost code field for new requisitions. Turning off timesheet hour allocation hides the timesheet Cost Codes tab, while the Timesheet overview switch controls its separate overview row. Turning off an allocation switch hides its selection controls; existing allocations remain on historical records. Turning off hour allocation also waives the company's full cost code allocation requirement for timesheet approval on this project. The Settings dialog warns when hour or expense allocation is off, including when company settings allow workers to allocate expenses to cost codes. Worker allocation permissions still apply when a switch is on.
Add a cost code manually
Use Add Cost Code from the Cost Codes tab action menu, enter a code and description, then save. The form warns when either value already exists on the project, including inactive cost codes. Matching ignores capitalisation. You can still add the cost code when only one value matches; an existing pair with both values matching is blocked.
Import cost codes
Use Import Cost Codes from the Cost Codes tab action menu to upload a spreadsheet. Each imported row must contain both a code and a description. Duplicate code and description pairs are skipped.
Duplicate handling
The importer checks duplicates within the uploaded file and against existing project cost codes. A row is treated as duplicate when both the code and description match, ignoring capitalisation.
Export cost codes
Use Export Cost Codes from the Cost Codes tab action menu to download the cost codes for the project.
Activate or deactivate
Select a cost code row to open the edit dialog. The code and description are read-only in the current dialog, but the status can be changed between active and inactive.
Delete cost codes
When delete mode is available, select one or more cost codes and confirm deletion. Deleted cost codes are removed from the project cost code list.
When to deactivate instead of delete
Deactivate a cost code when it has been used historically but should not be used for new work. Delete only when the code was added in error and should be removed from the project setup.
Permissions
Adding and importing cost codes use role-based defaults, with explicit Manage project cost codes permissions overriding those defaults. Company admins, project admins, and project finance users retain their default access unless it is restricted through user permissions or permission templates. Other users can be granted access for selected projects. Settings, exporting, changing status, and deleting cost codes still require project edit permission.
For agencies: using cost codes
Cost codes are created and maintained by the hiring company on the project, but agencies meet them when recording work against the right cost lines.
Managing cost codes on a project, including manual entry, import, export, status changes, and deletion, is a hiring-company action; agency users do not maintain them.
Where cost code allocation is required, you use the project's active cost codes when amending or importing hours for your workers' timesheets.
Only cost codes that are active and valid for the timesheet's project can be used, so a code that is inactive or belongs to another project is rejected.
If a cost code you need is missing or inactive, ask the hiring company to add or reactivate it on the project.