In construction, knowing exactly where every dollar goes isn’t optional, it’s critical. But for most finance teams, tracking expenses to the right job, cost code, or GL account is still a slow, error-prone process.
Field staff don’t always remember the right codes to use. Some skip them entirely.
And by the time those expenses hit your desk, you’re stuck chasing details and cleaning up reports, long after the money’s been spent.
If this sounds familiar, you’re not alone. And it doesn’t have to be this hard.
Why Manual Cost Coding Doesn’t Work At Scale
You expect employees to fill in job names, cost codes, categories, and GL accounts — but here’s what really happens.
For growing construction firms, this broken process gets expensive fast.
Job costing is only as accurate as the data behind it. And when that data is inconsistent, incomplete, or late, you can’t trust the numbers.
Fyle makes cost code tracking easy and foolproof
With Fyle, you don’t have to rely on memory, spreadsheets, or follow-up emails. Fyle offers a comprehensive solution tailored to the construction industry's needs.
1. Custom fields that ensure expenses are submitted right the first time
Fyle allows you to create custom fields such as Job Name, Cost Code, Category, GL Account, and more. These fields can be made mandatory, ensuring that employees provide all necessary information when submitting expenses.
- Dropdown Menus: Employees select from predefined options, reducing the risk of invalid entries.
- Mandatory Fields: Ensure that critical information isn't omitted during expense submission.
- Structured Data: Facilitates accurate reporting and analysis.
2. Dependent fields to guide project-based coding
Fyle's Dependent Fields feature enables the creation of hierarchical relationships between fields. For example:
- Project > Cost Code > Cost Type: Selecting a project filters the available cost codes, which in turn filter the applicable cost types.
- Three-Level Hierarchy: Supports complex project structures and ensures data consistency.
This setup keeps things accurate, without slowing down your field teams.
3. Automatic coding with AI and receipt scanning
Fyle leverages AI and OCR to automate expense data extraction and categorization:
- Receipt Scanning: Employees can snap a photo of a receipt, and Fyle auto-extracts details like date, amount, and merchant.
- Auto-Coding: Expenses are automatically categorized based on predefined rules and synced with your accounting software's General Ledger.
- Reduced Manual Entry: Cuts down errors and helps your team close books faster.
4. Syncs directly with your accounting software
Fyle integrates with popular accounting and ERP systems, including:
Fyle can import job names, cost codes, and GL accounts directly from your ERP, so employees always select from accurate, up-to-date lists. These show up as dropdown options during expense submission, helping you maintain consistency and reduce errors.
No more exporting spreadsheets or juggling imports, just accurate, up-to-date books.
Tailored for how construction teams work
Whether a site supervisor is buying materials or a PM is traveling between jobs, Fyle keeps things simple:
- Works on mobile, so employees can submit from anywhere
- Fields are pre-filled based on role or card, so there’s less guesswork
- Codes are mapped to the right project, so your books stay clean
- Admins can approve, reject, or edit — all from the same dashboard
Fyle makes sure your team enters the right info the first time — so your finance team doesn’t have to fix it later.
Why it matters
When your cost code data is accurate from day one:
- Your job costing reports are reliable
- You can track spend across projects in real time
- You stop wasting time on follow-ups and fixing bad data
- You make better, faster financial decisions
- You stay audit-ready with clean, compliant, and traceable expense records
Fyle removes the manual effort and gives you structured data you can trust.
Stop wasting hours fixing cost codes
Fyle helps construction companies track cost codes, jobs, and categories — without the usual guesswork or clean-up.
If your finance team is still fixing bad data at the end of the month, it’s time for something better.
