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

   Go to Settings → Organization → Chart of Accounts.

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

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 (cannot change for audit trail integrity)
• ❌ Account type (affects balance calculations)

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 cannot delete accounts that have transactions.

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%