Adding Custom Accounts

As your business grows, you may need accounts beyond the defaults. Here’s how to add custom accounts.

Creating a New Account

1. Navigate to Chart of Accounts

   Click Chart of Accounts in the sidebar.

2. Click “Add Account”

   The new account form will appear.

3. Enter Account Details

   Fill in:

   • GL Code - A unique number following the GL code ranges
   • Account Name - Clear, descriptive name
   • Account Type - Asset, Liability, Equity, Revenue, or Expense
   • Description (optional) - Notes about when to use this account
   • Account Flags (optional) - Toggle flags like Payment Account or Non-Cash Expense in the Advanced section. See Account Flags for the full list.

4. Save the Account

   Click “Create Account” to add it to your chart.

Best Practices

Choosing GL Codes

Tip

Leave gaps in your numbering (e.g., 1000, 1010, 1020) to allow for future accounts.

Good Practice	Example
Group related accounts	6100 Rent, 6110 Office Rent, 6120 Warehouse Rent
Leave room for growth	Use 1000, 1010, 1020 not 1000, 1001, 1002
Follow the type ranges	Assets in 1000s, never in 5000s

Naming Conventions

• Be specific: “Office Rent” is better than “Rent”
• Be consistent: Use the same style throughout
• Include location/department if needed: “Sales - Marketing Expense”

Editing Existing Accounts

You can edit:

• ✅ Account name
• ✅ Description
• ✅ GL Code — must follow the GL code ranges for the account type
• ✅ Account type — only if no journal entries have been posted to the account

Caution

Once you post a journal entry to an account, the account type is locked to prevent misclassification. GL codes can always be changed as long as they remain unique and within the valid range.

For full details on editing, deactivating, and deleting accounts, see Managing Accounts.

Deactivating Accounts

If an account is no longer needed:

1. Go to the account details
2. Click “Deactivate”

Caution

Deactivated accounts are hidden from lists but preserved for historical entries. You can reactivate them at any time.

Deleting Accounts

Accounts with no journal entries and a zero balance can be permanently removed:

1. Open the action menu for the account
2. Click “Delete”

Note

You cannot delete accounts that have transactions or a non-zero balance. System and required accounts are also protected. Only owners and admins can add, edit, or delete accounts.

Common Custom Accounts

Business Need	Suggested Account
Multiple bank accounts	1001 Operating Account, 1002 Savings Account
Department tracking	6001 Admin Salaries, 6002 Sales Salaries
Project expenses	6800 Project Alpha Expenses
Specific tax categories	2310 VAT Payable 16%, 2320 VAT Payable 0%