How to add budget codes to the company account

In this article, you’ll learn how to add budget codes manually or import them in bulk using an XLSX file, helping you streamline your estimating process.

Overview

Budget codes help streamline the estimating process by allowing you to quickly pull in predefined categories and line items relevant to your estimate. Instead of adding items manually each time, you can store budget codes in your company account and import them as needed.

You have the option to add budget categories and line-items manually or upload them in bulk. Additionally, you can upload more items at any time, whether manually or in batches.

Manually Adding Budget Codes

To manually add budget codes, click Sales in the top menu and navigate to the Budget codes tab. From here:

• Select Add category to create your initial budget category, or choose Add a line item to begin with an individual line item.
• After adding your first category or line item, you can continue to expand your budget code structure as needed.

To build your budget structure:

• Click Add a category to create a new main category.
• Click the plus sign to create a new subcategory within a category.
• Start writing a name on a blank item to add a new item.
• Only the name field is mandatory.
• Optionally add cost codes and comments to categories, subcategories, or line items.
• For line items, you can also add a unit and unit price — unit prices will be included when adding budget codes to an estimate.
• Use the red cross to delete categories, subcategories, and items.

Importing Budget Codes via Spreadsheet

For bulk importing, you can upload an XLSX file containing budget codes. Click Sales in the top menu and navigate to the Budget codes tab, then follow these steps:

1. Click Import XLSX (located in the top right corner if you already have items in the list).
2. Download the example template file.
3. Fill out the template using the correct format (explained below).
4. Upload the completed file back into Planyard.

Spreadsheet Format

Each column in the spreadsheet defines a specific part of your budget structure:

• Category level – Defines whether an entry is a main category, subcategory, or line item.
  • 1 → Main category
  • 2 → Subcategory under the main category
  • 3, 4, 5, etc. → Further subcategories as needed
  • Blank → Line item under the last defined category or subcategory
• Cost code – Assigns unique identifiers to categories and items for easier tracking. Optional but recommended.
• Line item – The name of the category or line item (mandatory)
• Unit – The unit of measurement (e.g., kg, m, pcs)
• Unit price – Optional; sets a predefined price per unit, which will be included in the estimate if used
• Comments – Optional; additional notes for reference

Tip: You can update or expand your budget codes at any time — either manually or via spreadsheet upload — to keep your estimating structure up to date.