Cost Code Mapping

Cost codes connect your SOV line items to your accounting system. When you map cost codes, billing from RIVET flows correctly into your job costing and general ledger.

01What Are Cost Codes?

Cost codes are identifiers used in job costing to categorize labor, material, and other costs by type of work. Common cost code systems include:

• CSI Divisions - 01000, 26000, 27000, etc.
• Custom codes - E-100, P-200, based on your system
• Phase codes - 01.100, 01.200 for phases

When you assign cost codes to SOV line items, RIVET can:

• Map billing to the correct accounts in QuickBooks/Xero
• Track revenue by cost code
• Compare billed amounts to budgeted costs
• Generate job cost reports

02Adding Cost Codes to Line Items

Individual Assignment

1. Open the Schedule of Values
2. Click edit on a line item
3. Enter the cost code in the Cost Code field
4. Save the line item

Bulk Assignment During Import

Include a "Cost Code" column in your import file and map it during the import process.

Bulk Edit Existing

1. Select multiple line items (checkbox)
2. Click Bulk Edit
3. Enter the cost code to apply
4. Save changes

03Cost Code Format

RIVET accepts cost codes in various formats:

• Numbers: 26100, 27000
• Alphanumeric: E-100, P-200
• Dotted: 01.100.001
• Mixed: 26-E-01

Best practices:

• Keep codes consistent with your accounting system
• Use the same format across all projects
• Document your cost code structure

04Accounting Integration Mapping

When integrated with QuickBooks or Xero, cost codes help route billing to the correct accounts.

QuickBooks Online

In QuickBooks settings, you can map cost codes to:

• Items/Services - For invoice line items
• Classes - For departmental tracking
• Locations - For branch/location tracking

Xero

In Xero settings, cost codes can map to:

• Tracking Categories - For cost center tracking
• Account Codes - For chart of accounts

05Setting Up Code Mapping

1. Go to Settings > Integrations
2. Select your connected accounting software
3. Navigate to Cost Code Mapping
4. For each cost code used in your SOVs:
   • Select the RIVET cost code
   • Choose the corresponding account/item in your accounting software
   • Save the mapping

06Default Mappings

You can set default mappings at the firm level so new projects automatically use consistent account mapping:

1. Go to Settings > Firm Settings
2. Select Default Cost Code Mappings
3. Define your standard codes and their account mappings
4. New projects will inherit these defaults

07Cost Code Reporting

When cost codes are assigned, you can generate reports showing:

• Billing by Cost Code - Revenue per code across projects
• Budget vs. Actual - Compare billed to budgeted (if budget is entered)
• Project Mix - What types of work make up each project
• Trend Analysis - Billing patterns by cost code over time

08Best Practices

• Assign codes early - Set cost codes when creating the SOV, not later
• Be consistent - Use the same codes for similar work across projects
• Match accounting - Codes should align with your chart of accounts
• Document structure - Keep a master list of cost codes and their meanings
• Regular review - Periodically review mappings to ensure accuracy

09Troubleshooting

Billing not syncing to correct account

Check that:

• Cost code is assigned to the line item
• Mapping exists for that cost code
• Mapped account is active in your accounting software

Missing cost code in mapping

If you use a new cost code not in the mapping list, add it to your integration settings before syncing.

Changing cost codes after billing

You can change cost codes on existing line items. However, previously synced billing will not automatically update - you may need to manually adjust in your accounting system.

10Need Help?

If you have questions about cost code mapping or need assistance with accounting integration, contact our support team at support@slpwlk.io.