Step 1 - Customize Your Chart of Accounts
Before you begin using Expense, it's important to configure your chart of accounts and accounting structure. A well-configured chart of accounts ensures accurate bookkeeping, simplifies expense reporting, and helps users select the correct accounts when submitting transactions. Every new Expense environment includes a default chart of accounts that can be fully customized to match your organization's accounting setup.
Chart of Accounts
Access the Chart of Accounts
To review and manage your accounts:
- Navigate to:
Administration > Chart of Accounts
- Review the available accounts
- Update the account structure to match your accounting system
✅ We recommend only including accounts that users will actively use to keep the experience simple and efficient.
Mirror Your Existing Accounting Structure
Expense can be configured to mirror your accounting software's chart of accounts.
Benefits include:
- ✅ Consistent accounting across systems
- 📊 Easier exports and reconciliations
- 💰 More accurate transaction coding
- ⚙️ Simplified administration
Only include relevant accounts to reduce complexity for employees.
Use the "Do Not Require Receipt" Option
Some transactions may not require a receipt.
Examples include:
- Annual fees
- Banking fees
- Rounding differences
- Other approved company charges
For these accounts, you can enable:
Do Not Require Receipt
✅ This allows transactions to be submitted without requiring receipt documentation.
Manage Active and Inactive Accounts
Once a transaction has been posted to an account:
- ❌ The account cannot be deleted
- ✅ The account can be marked as Inactive
Inactive accounts:
- Remain available for historical reporting
- Cannot be used for new transactions
- Help keep the chart of accounts organized
✅ This preserves accounting history while preventing future use.
Bulk Update Accounts
Update Multiple Accounts at Once
If you need to update many accounts simultaneously:
- Navigate to:
Administration > Chart of Accounts
- Click the Three Dots (⋮)
- Select the bulk update option
- Follow the on-screen instructions
✅ Save time by updating multiple accounts in a single operation.
Import a Chart of Accounts
If your accounting structure already exists in another system, you can import it into Expense.
- Navigate to:
Administration > Chart of Accounts
- Select the import option
- Upload a properly formatted file
✅ Expense will import the accounts automatically.
Use the Sample Import File
To ensure the correct format:
- Download the sample file provided in Expense
- Follow the required structure
- Populate your account information
- Save and upload the file
✅ Proper formatting ensures a successful import.
Why Configure the Chart of Accounts Before Launch?
Better User Experience
Users only see relevant accounts when creating expenses.
Improved Accounting Accuracy
Reduce posting errors by limiting unnecessary account choices.
Faster Implementation
A structured chart of accounts simplifies onboarding and workflow setup.
Easier Reporting
Consistent accounts improve exports, reconciliations, and financial analysis.
💡 Best Practice Tips
Keep It Simple
Only include accounts employees need when creating expenses.
Inactivate Instead of Deleting
Preserve historical data while preventing future use.
Review Account Structure Early
Work with your finance team before inviting users.
Test Before Going Live
Create sample reports and verify that exports are mapped correctly.
Frequently Asked Questions (FAQ)
Can I customize the chart of accounts in Expense?
Yes. All accounts can be customized to match your company's accounting structure.
Can I delete an account?
Only if it has never been used. Accounts with transactions can instead be set to inactive.
What does "Do Not Require Receipt" mean?
It allows specific account types to be used without requiring receipt documentation.
Can I import multiple accounts at once?
Yes. Expense supports bulk imports using an accounts.txt file.
Should I include every account from my accounting system?
No. We recommend only including accounts that users will need to select in Expense.
Summary
- 📊 Configure your chart of accounts before launching Expense
- ✅ Match your accounting structure to your existing accounting system
- 📎 Use Do Not Require Receipt for applicable accounts
- 🔒 Set unused accounts to inactive instead of deleting them
- 📄 Import accounts using an accounts.txt file when needed
- 🚀 Build a streamlined and user-friendly accounting structure in Expense