A cost code template that follows the money
An editable cost code list with category and phase, and a worked example that traces every estimate line to its code, then to the purchase orders and bills coded to it, so budget, committed and billed add up per code. The codes are our own residential list, not a licensed standard; rename them to match your books.
Excel / Google Sheets compatible · no sign-up required
Template and page last reviewed November 3, 2026.
What is in the file
| Code | Phase | Budget | Committed | Billed | Remaining before labour |
|---|---|---|---|---|---|
| 100 Site prep & demolition | Demolition | $1,650.00 | $0.00 | $450.00 | $1,200.00 |
| 600 Plumbing | Rough-in | $2,400.00 | $1,200.00 | $1,200.00 | $0.00 |
| 1000 Finishes & painting | Finishes | $650.00 | $0.00 | $0.00 | $650.00 |
| 1100 Flooring & tile | Finishes | $1,907.00 | $0.00 | $971.00 | $936.00 |
| 1200 Fixtures & appliances | Fixtures and trim | $2,800.00 | $2,800.00 | $0.00 | $0.00 |
| Totals | $9,407.00 | $4,000.00 | $2,621.00 | $2,786.00 |
Four steps to a working document
Settle the list
Keep the fifteen residential codes or rename and renumber them to match your accounting system. Fewer codes, used consistently, beat a long list nobody follows.
Code the estimate
Give each estimate line a code. The example sheet sums each code's budget straight from the lines.
Code every PO and bill
Each purchase order and approved bill carries the same code, so committed and billed land on the right row.
Read the remaining column
Budget less committed less billed shows what is left on each code before labour. Labour belongs on the job costing sheet.
BuildersBridge does not have cost codes today: estimate lines carry a type and costs track per job. Use this sheet, or your accounting system, if you run job costs by code.
When the spreadsheet stops scaling
BuildersBridge tracks budget, committed and actual cost per job from your estimate, purchase orders and bills, without a spreadsheet. It does not split them by cost code yet.
See how it works in BuildersBridgeCommon questions
Are these codes a recognised standard?
No. They are a plain residential list we wrote, in the order work usually happens on a house. Published classification standards exist and some are licensed; this template does not reproduce one. Rename the codes to whatever your accountant uses.
How many cost codes should a small builder use?
Enough to see where money goes, and no more than people will use consistently. Fifteen to twenty-five codes covers most residential work; a code nobody remembers ends up as miscellaneous.
Why is labour not on this sheet?
Because hours arrive differently from purchase orders and bills. This sheet follows the estimate, POs and bills; the job costing template adds labour and your estimate to complete, so the two together show the whole job.
Does BuildersBridge use cost codes?
Not yet. Estimate lines carry a type (labour, material, subcontract, equipment or other) and budget against actual is tracked per job. If you need per-code reporting, keep codes in your accounting system or in this template.