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How to Group Your Cost Codes

Learn how you can logically group your cost codes by creating Cost Code Groups.

Written by Yesenia Quintana
Updated this week

Why use Cost Code Groups?

Cost Code Groups make it easier to manage large or complex cost code lists without overwhelming workers. Instead of seeing every cost code on a project, workers only see the ones relevant to the work they perform.

Cost Code Groups sit on top of your existing cost codes and can be assigned to workers based on any criteria (e.g. role or responsibilities) — no changes to your current setup are required.

By limiting visible cost codes, Cost Code Groups speed up time entry, reduce mistakes, and minimize admin and payroll corrections. This results in cleaner labor data, more reliable reporting, and clearer insights into job profitability.

Setup Cost Code Groups for your organization

Follow the steps below to set up Cost Code Groups:

  1. Navigate to the Project Hub using the left-hand side main menu.

  2. Click on the Cost Codes button in the top-right corner of the Project Hub.

  3. You’ll now see all the cost codes created for your organization.

  4. Click on the Cost Code Groups tab in the top-left corner of the Cost Codes screen.

Creating a Cost Code Group

  1. Click the + Cost Code Group button at the top-right corner of the Cost Code Groups tab.

  2. Enter a name for your Cost Code Group.

  3. (Optional) Search for and select the cost codes you want to assign to the new Cost Code Group.

  4. (Optional) Assign the Cost Code Group to teams or individual team members.

Note

  • If you select cost codes that are already part of another Cost Code Group, they will be removed from their existing group and reassigned to the new Cost Code Group.

  • Cost Code Groups can be assigned to teams and team members — learn more in this article.

Bulk assign cost codes to Cost Code Groups

If you’re already using cost codes, or have recently imported cost codes, you can quickly categorize them into Cost Code Groups using bulk actions.

To do this:

  1. Navigate to the Project Hub using the left-hand side main menu.

  2. Click on the Cost Codes button in the top-right corner of the Project Hub.

  3. Select multiple cost codes from the table using the checkbox column.

  4. Click the Change Cost Code Group button that appears at the top of the table.

  5. Select an existing Cost Code Group or create a new one.
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Note

  • Any cost codes selected and updated through this bulk action will have their Cost Code Group updated to the newly selected group, even if they were previously assigned to a different Cost Code Group.

How Cost Code Groups look for workers

When workers clock in or out of a project and are required to select a cost code:

  • If Cost Code Groups are assigned to the worker
    ​    They will only see cost codes that belong to the Cost Code Groups assigned to them.

  • If Cost Code Groups are used by the organization but not assigned to the worker
    ​    The worker will see all cost codes assigned to the project, grouped by Cost Code Groups.

    • Note - Any unallocated cost codes (those not assigned to a Cost Code Group) will appear together at the bottom of the cost code selection list.​

  • If your organization does not use Cost Code Groups, workers will continue to see all cost codes assigned to the project as a single, ungrouped list.

Before (No Cost Code Groups)

After (With Cost Code Groups assigned)

Need More Help?

If you have questions about grouping cost codes or need assistance setting this up, our Support team is here to help.

You can reach us by emailing help@workyard.com or by using the in-app chat within Workyard. We’re happy to assist.

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