Line items and cost codes
Structure your bids with detailed line items, assign cost codes for tracking, and use grouping and reordering to create clear, organized estimates.
Line items are the building blocks of every bid. Each one describes a piece of work with a quantity, unit, and cost. Well-structured line items make bids easier to review, proposals clearer for customers, and cost tracking accurate once the project starts. Take the time to set them up right — it pays off downstream.
Anatomy of a line item
- Description — what the work is ('Strip and stockpile topsoil', 'Fine grade parking lot', 'Install 12" RCP')
- Quantity — how much (1500, 200, 340). Can be a number or a formula referencing bid variables.
- Unit — the measurement unit (SF, LF, CY, TON, EA, LS, HR)
- Unit cost — price per unit ($2.50, $45.00). Can also be a formula.
- Total — quantity times unit cost, calculated automatically
- Cost code — optional code for job costing and reporting (more below)
Adding and editing line items
Click Add Line Item or press Cmd/Ctrl + N. The cursor starts in the description field. Tab through fields to enter each value. Press Enter to save and start a new line item. To edit an existing item, click on any field — it becomes editable in place.
Cost codes
Cost codes tag line items for tracking after the project starts. When time entries and material costs come in during the project, they're recorded against cost codes — so you can compare actual cost to estimated cost per code. Set up your cost code structure in Settings > Cost Codes. Common approaches include CSI division numbers, company-specific codes, or job-phase codes.
Grouping and reordering
Drag line items to reorder them within the bid. Group related items using section headers — click Add Section to insert a labeled divider (e.g., "Earthwork", "Paving", "Utilities"). Sections appear on proposals and make complex bids easier for customers to review. Subtotals can be shown per section.
Duplicating and deleting
Select one or more line items and press Cmd/Ctrl + D to duplicate them. This is useful for similar items with slight variations — duplicate and modify is faster than entering from scratch. Delete selected items with the Delete key (a confirmation dialog prevents accidental deletion for more than one item).
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