Cost Item CSV Import Guide

Learn how to import cost categories and items using CSV files in ProjectHound

Overview

ProjectHound allows you to quickly set up your cost tracking structure by importing cost categories and items from a properly formatted CSV file. This feature is perfect for standardizing your estimating process across multiple projects.

CSV File Format

Required Column Headers

Your CSV file must include this exact header row:

Category Name,Category Code,Cost Item Name,Cost Item Code

Column Descriptions

Column	Required For	Type	Description
`Category Name`	Category rows	Text	Name of the cost category (e.g., "Sitework", "Foundation")
`Category Code`	Category rows	Number	Numeric code for the category (e.g., 10, 20, 30)
`Cost Item Name`	Cost item rows	Text	Name of the specific cost item (e.g., "Excavation")
`Cost Item Code`	Cost item rows	Number	Numeric code for the cost item (e.g., 10, 15, 20)

File Structure Rules

Hierarchical Format: The CSV uses a parent-child structure where category rows are followed by their associated cost item rows.

Category Rows: Must have values in both "Category Name" and "Category Code" columns. Leave cost item columns empty.
Cost Item Rows: Must have values in both "Cost Item Name" and "Cost Item Code" columns. Leave category columns empty.
Grouping: Cost items are automatically associated with the most recent category row above them.
CSV Escaping:
- Wrap fields containing commas, quotes, or newlines in double quotes
- Escape double quotes within fields by doubling them ("")
Line Breaks: Both \n and \r\n line endings are supported

Example CSV Structure

Category Name,Category Code,Cost Item Name,Cost Item Code
"Sitework",10,,
,,"Site Preparation",10
,,"Excavation",15
,,"Grading",20
"Foundation",20,,
,,"Footings",10
,,"Foundation Walls",20
,,"Waterproofing",30
"Framing",30,,
,,"Floor Framing",10
,,"Wall Framing",20
,,"Roof Framing",30

💡 Pro Tip: Notice how cost items use codes like 10, 15, 20. These combine with the category code to create hierarchical identifiers (e.g., "10.15" for Sitework - Excavation).

How to Import

1
Navigate to Configuration
Go to Configuration → Cost Categories in the app
2
Select Import
Tap "Import from CSV" button
3
Choose File
Use the file picker to select your CSV file
4
Preview Data
Review the parsed categories and cost items. Expand categories to see their cost items
5
Save
Tap "Save" to import all categories and cost items into your configuration

What Happens During Import

Each category is created in your configuration store with a unique ID
All associated cost items are created and linked to their parent category
Items are set to status: 'active' by default
You can immediately start using these items in your projects

Data Processing

The import parser reads each CSV line, handles quoted fields/escaped characters, creates category records when category columns are populated, and nests cost items under the most recent category row.

Internally, parsed structures use the workItems property name in code, but these values represent user-facing cost items.

Import Process

Navigate to Configuration -> Cost Categories.
Tap Import from CSV and select a file.
Review parsed categories and cost items in preview.
Expand categories to verify nested cost items.
Tap Save to commit import to configuration store.

Sample Data

A complete sample is available at sample-data/residential-construction-cost-items.csv, and a ready to download copy is provided below.

Best Practices

⚠️ Important: Always preview your import before saving. Once imported, items cannot be automatically removed as a batch.

Consistent Numbering: Use logical numbering (e.g., 10s for Sitework, 20s for Foundation)
Descriptive Names: Use clear, unambiguous names for all categories and items
Hierarchical Codes: Design codes that combine meaningfully (category.item format)
Test First: Import a small sample file to verify your format before importing large datasets
Backup: Export existing cost items before importing if you want to preserve current data

Common Issues

Issue	Cause	Solution
Empty import	No data rows after header	Ensure CSV has at least one category and cost item
Missing cost items	No cost items after category	Add cost item rows after each category row
Parse errors	Improperly quoted fields	Ensure commas and quotes are properly escaped
Import failure	Duplicate codes	Check for duplicate category/item codes

Need Help?

If you encounter issues with your CSV import, download the sample file below to see a working example. The sample file contains a comprehensive list of residential construction categories and cost items that you can use as a template.

📥 Sample CSV File

Download our pre-formatted sample file to get started quickly

Download Sample CSV

residential-construction-cost-items.csv