🏗 Cost Code Change SOP (Home Construction)

🔁 Overview

When updating product/service cost codes in our business, all changes must be reflected in:

• QuickBooks Online (QBO)
• Google Sheets (Expense Trackers & Dashboards)
• CoConstruct (Estimate Templates & Cost Catalog)
• Internal Team Communication & SOPs

We recognize three types of changes:

• New — adding a new code
• Combine — merging multiple codes into one
• Inactivate — retiring unused codes

✅ Step 1: Determine the Change Type

⚙️ Step 2: Implement in QuickBooks

A. For All Change Types

• [ ] Back up current Products & Services list (export CSV)

B. If New

• [ ] Create new Product/Service under correct category
• [ ] Update bank rules, recurring transactions, vendor defaults if needed

C. If Combining

• [ ] Use a mapping table to guide reassignment
• [ ] Reclassify transactions using batch tools or manually
• [ ] Only merge codes after reassignment is complete and data is unified

D. If Inactivating

• [ ] Confirm code is no longer in use (vendors, rules, templates)
• [ ] Reassign transactions if needed
• [ ] Mark item as Inactive (do not delete)

📊 Step 3: Update Google Sheets

A. Cost Code Resource Tabs

• [ ] Update resource tab with latest list of active cost codes
• [ ] If using Data Validation dropdowns, replace old ranges

B. Remap Entries

• [ ] Add a “New Code” column using VLOOKUP() from mapping table
• [ ] Replace or archive old “Code” column if needed

C. Validate Integrity

• [ ] Confirm all rows have a valid, current cost code
• [ ] Confirm all pivots, charts, dashboards are still accurate

🧱 Step 4: Sync to CoConstruct

A. Cost Catalog & Estimate Templates

• [ ] Add new codes to Estimate Templates and Cost Catalog
• [ ] Replace combined codes as needed
• [ ] Tag old codes with ZZ_ prefix to move them to bottom of dropdowns

B. Active Projects

• [ ] If early-stage, update estimate lines to use new cost codes
• [ ] If mid-to-late stage, finish with existing codes, apply updates on future builds

📣 Step 5: Final Review & Communication

A. Final Checks

• [ ] Confirm mapping is accurate and synced across QBO, Sheets, and CoConstruct
• [ ] Finalize master mapping table

B. Communicate to Team

• [ ] Send announcement (email or Slack)
• [ ] Include: summary of changes, mapping table, what’s new or different
• [ ] Update SOPs, internal wikis, vendor instructions, and training docs

🧾 Mapping Table Template

📌 Checklist Summary

• [ ] Identify change type (New / Combine / Inactivate)
• [ ] Update QuickBooks
• [ ] Update Google Sheets (resource tabs, entries, pivots)
• [ ] Update CoConstruct (cost catalog, templates, projects)
• [ ] Verify and communicate to the team
• [ ] Update SOPs and documentation