Chart of Accounts

The Chart of Accounts manages your accounting codes and maps expense categories to the correct accounts for export to Xero, QuickBooks, and other accounting software.

# Understanding Account Codes

Every transaction in accounting software needs an account code. The Chart of Accounts:

1. Defines your accounts — Revenue, expenses, assets, liabilities
2. Maps categories — Links BasedInbox categories to account codes
3. Enables exports — Ensures transactions export correctly

# Account Structure

# Account Types

# Account Format

Accounts typically follow a numbering system:

1000-1999  Assets
2000-2999  Liabilities
3000-3999  Equity
4000-4999  Revenue
5000-5999  Cost of Sales
6000-6999  Operating Expenses
7000-7999  Other Expenses

# Setting Up Accounts

# Sync from Accounting Software

If you use Xero or QuickBooks, sync your existing chart:

1. Go to Accounting → Chart of Accounts
2. Click Sync Accounts
3. Select your connected accounting software
4. Review and confirm imported accounts

# Create Manually

1. Go to Accounting → Chart of Accounts
2. Click Add Account
3. Enter:
   • Account code
   • Account name
   • Account type
   • Tax classification (optional)
4. Click Save

# Category Mappings

Category mappings tell BasedInbox which account code to use when exporting transactions.

# Default Mappings

BasedInbox includes sensible defaults:

# Customize Mappings

1. Go to Accounting → Chart of Accounts
2. Click Category Mappings
3. For each category, select the target account
4. Click Save Mappings

# Multiple Mappings

Some categories may need different accounts:

• By account type: Personal vs business
• By tax treatment: Deductible vs non-deductible

# Integration Mappings

# Xero Integration

When connected to Xero, you can map:

• BasedInbox accounts → Xero account codes
• Tax rates → Xero tax types
• Contacts → Xero contacts

# QuickBooks Integration

When connected to QuickBooks:

• BasedInbox accounts → QB account codes
• Categories → QB classes
• Tax codes → QB tax settings

# System Accounts

Some accounts are system-managed and cannot be deleted:

• Accounts Receivable — Customer invoices
• Accounts Payable — Vendor bills
• Bank Account — Linked bank accounts
• SST Collected — Tax collected on sales
• SST Paid — Tax paid on purchases

# Hierarchical Accounts

Create account hierarchies for detailed reporting:

6000 - Operating Expenses
  6100 - Office Expenses
    6110 - Office Supplies
    6120 - Office Equipment
  6200 - Travel
    6210 - Airfare
    6220 - Accommodation
    6230 - Transport

Parent accounts roll up child account totals.

# Tax Classifications

Link accounts to tax classifications:

# Best Practices

# Keep It Simple

Start with basic accounts. Add detail only when needed for reporting or tax purposes.

# Be Consistent

Use the same account for similar transactions:

• All staff meals → 6300 Entertainment
• All software → 6600 Computer Expenses

# Regular Review

Periodically review unmapped transactions and update mappings.

# Backup Before Changes

Export your chart of accounts before making significant changes.

# Troubleshooting

# Export Errors

If exports fail with "Invalid account code":

1. Check the category mapping exists
2. Verify the account code is valid in your accounting software
3. Ensure the account is active (not archived)

# Missing Categories

If a category isn't mapped:

1. Go to Category Mappings
2. Find the unmapped category
3. Select the appropriate account
4. Re-export your transactions