Configure and Use Cost Codes in CrewCenter

  • Updated

Overview

Roles: Admin, Supervisor | Interface: Web, Mobile

This article introduces cost codes in CrewCenter, explaining their purpose, setup, and usage across Web and Mobile platforms. Understanding cost codes helps you categorize time entries by activity or sub-stage, improving project cost visibility and reporting.

 

What Are Cost Codes?

Cost codes describe the type of work performed or the specific sub-stage within a project, such as “Excavation,” “Formwork,” or “Concrete Pouring.” They do not have their own start or end time. Instead, cost codes represent allocations of time inside existing time entries.

  • Project: Where the work is done (job/site) eg. “Highway Expansion – Section A”
  • Cost Code: What work or sub-stage was performed eg. "Asphalt Laying"
  • Special Time Types: Special conditions (e.g., “Driving,” “Bad Weather”), independent of cost codes

Note: Cost codes are configured on Web and then used on both Web and Mobile. They split the time you already tracked and are not additional time entries.

 

Enabling and Managing Cost Codes (Web)

Enabling Cost Codes

  1. Log in to CrewCenter Web as an Admin.

  2. Go to Settings → General → Cost Codes.

  3. Toggle Cost Codes ON for your tenant.

4. Save your changes and press "Update"

5. The Cost Codes tab appears in the main navigation.

Important: Cost codes must be enabled and created on Web before they are visible on Mobile. Ensure mobile users have the latest CrewCenter app version. 
 

Creating and Managing Cost Codes (Web only)

  1. Navigate to Cost Codes

  2. Hover over +Create

     

  3. Click + Create.

     

  4. Fill out the required fields:

    • Code (required): Typically your ERP/accounting code (e.g., CC‑1010)
    • Name (required): Descriptive name (e.g., “Excavation”)
    • Description (optional): Short explanation
    • Status: Set to Active to make it usable
    • Assigned Projects / Project Visibility: Choose all projects or select specific projects. You can find more details under Assigning Cost Codes to Projects
       

 

Importing Cost Codes in Bulk (Web only)

  1. Go to Cost Codes → + Create → Import.

     

  2. Download the template.

  3. Fill in the required fields in the downloaded template.

  • Code – required, typically your ERP/accounting code (e.g, “CC‑1010”)
  • Name – required, descriptive (e.g., “Excavation”)
  • Description – optional, short explanation about code
  • Status – set to Active to make it usable.

 

        4. Upload the completed Excel file on the same page in the application where you downloaded the template.

 

Note: If an error occurs, you will see the following message. This is typically caused by duplicate cost codes.

 

 

Editing or Deactivating Cost Codes

  1. Go to Cost Codes, locate the item and click the Edit icon.

 

    2. Update fields as needed and hit Update.

 

 

    3. To deactivate, change Status to Inactive and update. Inactive codes remain in historical records but are hidden for new entries.

 

Assigning Cost Codes to Projects

You can make a cost code visible to all projects or restrict it to specific projects using the Assigned Projects panel. Only assigned cost codes will be available for allocation within those projects on both Web and Mobile.

 

Making Cost Codes Visible to All Projects

To make a cost code available in every project:

  1. Go to the Assigned Projects panel for the cost code.

  2. Toggle the All projects option on.

  3. The cost code will now be visible and available for allocation in all current and future projects on both Web and Mobile.

 

Restricting Cost Codes to Specific Projects

To assign a cost code to only certain projects:

  1. In the Assigned Projects panel, click on No projects assigned.

     

     

  2. Select one or more projects where you want the cost code to be available. 

     

     

  3. The cost code will only be visible and available for allocation in the selected projects.

 

Allocating Time to Cost Codes (Web & Mobile)

Web (Timesheet)

  1. Navigate to Timesheet on the Web.

  2. Enter the worked time (start/end or duration).

  3. Select Cost Codes

  4. Add cost codes:

    • Selecting one cost code assigns all time to it by default.

    • Selecting multiple cost codes splits the time evenly by default.

 

  • Manually adjust the distribution if needed.

  • Save the report.

     

 

Mobile (Android & iOS)

  1. Open the CrewCenter app.

  2. Go to Timesheet. Add a time entry and choose Allocate Cost Codes.

     

  3. Allocate cost codes by choosing one or more valid codes for the project.

     

  4. Review the even split and adjust if needed.

     

  5. Confirm and add the time entry.

Using Cost Codes in Live Tracking (Mobile)

When cost codes are enabled for a tenant, users are able to track time in live mode with those codes.

  1. Open the CrewCenter app and go to the Live screen.

  2. Tap Add Cost Code

     

     

    3. Select a cost code by choosing one or more valid codes for the project

     

    4. Begin live tracking. Time will be recorded alongside the Cost Code.

 

Reporting and Exports

To export a timesheet that includes cost code information, go to Timesheets and click Export. In the export settings, select Cost Codes under “Include time types”, then click Export to generate the file.

Exports help you analyze labor costs per activity or project phase, compare planned vs. actual, and improve future bids using historical data.

 

Important Notes and Best Practices

Code Setup
Cost codes must be enabled and created on Web to appear on Mobile. Check the instruction here: Enabling and Managing Cost Codes (Web)

Project Assignment
Cost codes must be assigned to the project to show up in tracking. For more information go to: Assigning Cost Codes to Projects

Time Splitting
When selecting multiple cost codes, CrewCenter splits time evenly by default, but you can adjust before saving.

 

Inactive Codes
Inactive cost codes remain in historical data but are hidden from new entries. If the cost code is set to inactive, employees will no longer be able to add it.

Users see only active code in the Mobile version:

 

 

Mobile Requirements
For Mobile, ensure users have the latest app version. Feature availability may depend on app version or tenant. T check the App version How to Contact CrewCenter Support And Check App Version

 

Troubleshooting

Cost codes don’t appear on Mobile

Feature not enabled or codes not created on Web. Admin should enable cost codes and assign them to projects.

Employees see no cost codes for a project

Codes not assigned to that project. Assign the relevant project(s) in Cost Codes (Web). Check: Assigning Cost Codes to Projects

Import errors on some rows

Duplicate codes or missing required fields. Fix duplicates or missing Code/Name in the template and re-upload. Check: Importing Cost Codes in Bulk (Web only)

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