How to Create a Subaccount in Expense

Why Use Subaccounts?

Better Financial Visibility

Subaccounts allow you to break down transactions into more specific categories while keeping them connected to the same main account.

Examples include:

📊 Department-specific expenses
🚗 Vehicle-related costs
🍽️ Representation and entertainment expenses
📁 Project-specific expenditures

Improved Reporting

Using subaccounts provides:

More detailed financial reports
Easier budgeting and forecasting
Better cost analysis
Simplified year-end reporting

✅ Subaccounts help create a clearer picture of your organization's finances.

Create a Subaccount

Open the Chart of Accounts

Navigate to:

Administration > Chart of Accounts

Locate the account where you want to create a subaccount

✅ The chart of accounts will display all available accounts.

Select the Main Account

Click the account that will serve as the parent account
Open the account details

✅ You can now create subaccounts connected to this main account.

Open the Subaccount Tab

Within the selected account, click:

Subaccount

Review any existing subaccounts

✅ This section contains all subaccounts linked to the selected account.

Create a New Subaccount

Click on account
Click on create sub account

Create New Subaccount

The subaccount setup window will open

✅ You're ready to enter the subaccount details.

Enter Subaccount Information

Complete the required fields:

🔢 Subaccount Number ex 1
📝 Description ex Travel expense = Travel expense domestic
📊 Additional account information (if applicable) ex different VAT types

✅ Use a naming convention that is easy for users and administrators to understand.

Save the Subaccount

Verify the information
Click Save

✅ The subaccount is now available for use in Expense.

Common Examples of Subaccounts

Travel Expenses

Domestic Travel
International Travel
Accommodation
Transportation

Representation

Internal Representation
External Representation
Client Meetings

Marketing

Events
Advertising
Sponsorships

Office Costs

Supplies
Equipment
Software

These examples help create more detailed accounting and reporting structures.

Benefits of Using Subaccounts

Better Cost Control

Track expenses at a more detailed level.

Simplified Analysis

Identify spending patterns and trends more easily.

Improved Budget Follow-Up

Compare actual expenses against budgets at a detailed level.

More Accurate Reporting

Generate reports with greater financial detail and transparency.

💡 Best Practice Tips

Keep the Structure Simple

Create subaccounts only when they add reporting value.

Use Consistent Naming

Establish a clear naming convention across all accounts.

Review Regularly

Remove unused subaccounts and keep your chart of accounts organized.

Coordinate with Finance

Ensure new subaccounts align with your accounting and reporting requirements.

Frequently Asked Questions (FAQ)

What is a subaccount?

A subaccount is a more detailed category linked to a main account, allowing transactions to be tracked at a lower level.

Can I have multiple subaccounts under the same account?

Yes. One main account can contain multiple subaccounts.

Do subaccounts affect exports and accounting reports?

Yes. Subaccounts can provide additional detail in exports and financial reporting.

Can I edit a subaccount after creating it?

Yes. Administrators can update subaccount settings and descriptions when needed.

Should every account have subaccounts?

No. Subaccounts should only be created when additional reporting detail is needed.

Summary

📊 Subaccounts provide additional detail within your chart of accounts
⚙️ Create them under Administration > Chart of Accounts
🔢 Assign a unique subaccount number and description
✅ Improve reporting, budgeting, and financial analysis
📁 Organize transactions more effectively
🚀 Gain greater insight into your organization's expenses with a structured account hierarchy