Setting Up a Cost Library

This article explains how to set up cost codes in Stimaro so your estimates, reports, and review PDFs are organized the way your company tracks work.

What Cost Codes Are

Cost codes are the reporting buckets Stimaro uses to organize estimate items.

They help group rates, materials, labor, equipment, and subcontracted work into categories that make sense for your company. Once your cost codes are set up, you can use them when creating estimate items, reviewing project costs, and generating reports.

Cost codes feed into:

• Item categorization in the bid grid
• Cost breakdowns in reports
• The Estimate Review PDF
• Cost-by-code rollups

Open the Cost Codes Library

To get started:

1. Open Stimaro.
2. In the left sidebar, click Libraries.
3. At the top of the Libraries screen, select Cost Codes.

The Libraries area includes several tabs, including:

• Customers
• Vendors
• Cost Codes
• Sections

For this setup, use the Cost Codes tab.

Starting With an Empty Library

If you have not added cost codes yet, the Cost Codes tab will show an empty-state message explaining that no cost codes have been created.

You will also see an option to add your first cost code.

This is normal for a new Stimaro account. Your cost code library starts empty unless Stimaro configured your company's standard codes during onboarding.

Add Your First Cost Code

To add a cost code manually:

1. Click + Add in the top-right area of the grid.
2. A new row will appear at the bottom of the grid.
3. Enter a code in the Code field.
4. Enter a description in the Description field.
5. Press Enter, tab out of the field, or click elsewhere to save.

The Code is the unique identifier your company uses for that category of work. The Description is the readable name that explains what the code means.

Examples:

Choose a Cost Code Scheme

Stimaro does not require one specific cost code format. You can use the structure that matches your company's estimating process.

Common approaches include:

MasterFormat Codes

Many construction companies use CSI MasterFormat-style numeric codes.

Examples:

• 031300
• 041000
• 051200

This works well if your company already organizes work by standard construction divisions.

In-House Numeric Codes

Some companies use their own internal numbering system.

Examples:

• CC-001
• CC-002
• CC-003

This works well if your company has a custom estimating or accounting structure.

Simple Text Codes

Some teams prefer readable text codes.

Examples:

• LABOR
• MATERIALS
• EQUIPMENT
• SUBCONTRACT

This works well for smaller teams or simpler estimating workflows.

Add More Cost Codes

To add additional cost codes, click + Add again and fill in the new row.

Repeat this process until your core library is set up.

If you only have a small number of codes, adding them manually may be fine. If you have a long list, use the bulk import method instead.

Bulk Import Cost Codes

If you already have your cost codes in a spreadsheet, CSV, or text file, you can paste them into Stimaro instead of typing each one manually.

To bulk import:

1. Open your cost code list in Excel, Google Sheets, or a text editor.
2. Make sure the list has two columns: Code and Description.
3. Select the rows you want to import.
4. Copy the data.
5. In Stimaro, open Libraries → Cost Codes.
6. Click inside the cost code grid.
7. Paste the copied rows.

Stimaro will detect the multi-line pasted data and insert the rows at once.

After import, you will see a confirmation message showing how many cost codes were imported.

Bulk import is usually the fastest way to set up a larger library.

Edit Existing Cost Codes

You can edit cost codes at any time.

To edit a code or description:

1. Open Libraries → Cost Codes.
2. Double-click the cell you want to change.
3. Type the updated value.
4. Press Enter, tab out of the field, or click elsewhere to save.

If you rename a cost code that is already used on estimate items, Stimaro updates the items that use that code. You do not need to manually clean up each item.

Stimaro will not allow duplicate cost codes. If you try to change a code to one that already exists, you will see an error and the duplicate will not be saved.

Delete a Cost Code

To delete a cost code:

1. Click the row you want to remove.
2. Click the trash icon, or press Delete.
3. Confirm the deletion if prompted.

After deleting a code, you may see a confirmation message with an Undo option in case you change your mind.

Before deleting codes from an active library, make sure the code is no longer needed for current estimating, reporting, or review workflows.

Search and Filter Cost Codes

If your library has many cost codes, use the search box at the top of the grid.

You can search by code or description.

Examples:

• Type concrete to show codes with "concrete" in the description
• Type 031 to show MasterFormat-style codes beginning with 031
• Type labor to find labor-related codes

The grid filters as you type, making it easier to manage larger libraries.

Where Cost Codes Appear

After your cost codes are set up, they are available throughout Stimaro.

You will see them when:

• Creating or editing estimate items
• Assigning categories to bid grid rows
• Reviewing estimate structure
• Exporting reports
• Generating the Estimate Review PDF

Cost codes are global to your Stimaro workspace, so you only need to set them up once for your company.

Recommended First Setup

For most construction companies, the first setup usually follows one of two paths.

If your company already uses MasterFormat or another standard code list, import that list into Stimaro. This usually means 50 to 100 cost codes.

If your company uses an internal estimating structure, start with your existing in-house codes. This may be closer to 20 to 30 custom codes.

If you are not sure where to start, begin with the categories your team already uses when reviewing estimates, preparing bids, or discussing project costs.

Setup Time

A small library can be created manually in a short session.

For larger libraries, bulk import is much faster than adding codes one by one. If you already have a spreadsheet of codes, setup may take around 10 minutes. Typing a larger library manually can take significantly longer.

Onboarding Help

If you already have a standard company cost code list, Stimaro can help configure it during onboarding.

Send your cost code spreadsheet or list before your first project setup, and we can help prepare the library so your team starts with familiar categories.