importing

Importing Chart of Accounts

Overview

Import your Chart of Accounts from your connected accounting provider to begin mapping expense categories and revenue types.

Prerequisites

Before importing, ensure you have:

• Connected your accounting provider (QuickBooks, Xero, etc.)
• The provider connection is active (not expired)
• Permissions to view the Chart of Accounts in your accounting software

Import Process

Step 1: Navigate to Chart of Accounts

1. Go to Settings > Integrations > Accounting
2. Click the Chart of Accounts tab
3. Verify your provider connection is shown as "Connected"

Step 2: Start Import

1. Click the Import Accounts button
2. The system validates your connection
3. Import begins automatically

Step 3: Wait for Completion

Import typically takes 10-30 seconds depending on:

• Number of accounts in your Chart of Accounts
• API response time from your provider
• Network latency

A progress indicator shows import status.

Step 4: Review Results

After import completes, review the summary:

What Gets Imported

For each account, the following data is retrieved:

Imported Account Status

Newly imported accounts have these characteristics:

• Unmapped: Not yet assigned to an expense category or revenue type
• Inactive: Not used for sync until you map them
• Available: Ready to be selected in mapping dropdowns

Re-Importing

When to Re-Import

Re-import to:

• Update account names or details
• Add new accounts created in your accounting software
• Reflect account status changes (active/inactive)
• Refresh account balances
• Sync account hierarchy changes

Re-Import Process

1. Click Import Accounts again
2. The system:
   • Fetches current accounts from provider
   • Detects duplicates by Account GUID
   • Updates existing accounts with new data
   • Adds any new accounts
   • Preserves existing mappings

What Gets Preserved

• All existing category mappings
• Active/inactive status
• Custom descriptions

What Gets Updated

• Account names
• Account codes
• Account subtypes
• Active status in provider
• Account balances

Import Results

Successful Import

Import Complete
Total: 127 accounts
Imported: 127
Failed: 0

All accounts ready for mapping.

Partial Failure

Import Complete
Total: 150 accounts
Imported: 145
Failed: 5

Errors:
- Account "Old Expense" (GUID: abc123): Invalid account type
- Account "Test Account" (GUID: def456): Account inactive

Some accounts failed but most succeeded. Review errors and re-import if needed.

Complete Failure

Import Failed
Error: No accounting provider connected. Please connect an accounting provider first.

Fix the issue (reconnect provider) and try again.

Troubleshooting

"No Accounting Provider Connected"

Cause: Provider connection was revoked or expired.

Solution:

1. Navigate to Integrations > Accounting
2. Check connection status
3. If disconnected, click Connect Provider and re-authenticate

Import Returns 0 Accounts

Cause: No accounts found in provider or wrong company selected.

Solution:

1. Verify you selected the correct company in your accounting software
2. Check that your Chart of Accounts is not empty
3. Ensure your user has permission to view accounts

"Provider Not Yet Supported"

Cause: Trying to import from a provider not yet implemented.

Solution:

• QuickBooks is currently supported
• Other providers (Xero, FreshBooks, Wave, Sage) are planned
• Check the roadmap for availability dates

Import Times Out

Cause: Large Chart of Accounts or slow API response.

Solution:

1. Wait a few minutes and try again
2. Check your internet connection
3. Contact support if issue persists

Account Missing from Dropdown

Cause: Account was imported but not appearing in mapping dropdown.

Solution:

1. Verify account type matches the mapping type (Expense for expense mapping, Income for revenue)
2. Check account is active in your accounting software
3. Re-import to refresh the account list

After Import

Next Steps

1. Map Expense Categories: Assign accounts to each expense category
2. Configure Revenue: Set up default and order-type-specific revenue accounts
3. Validate Mappings: Run validation to ensure completeness
4. Test Sync: Create a test expense to verify sync works

Best Practices

1. Import First: Always import before creating manual mappings
2. Review Names: Check account names match your expectations
3. Note Account Codes: Codes help identify correct accounts
4. Document Choices: Record which accounts you plan to use
5. Consult Accountant: Work with your accountant on account selection

Provider-Specific Notes

QuickBooks

• Account Types: Asset, Liability, Equity, Income, Expense
• Subtypes: Detailed classification (e.g., "Cost of Labor", "OperatingIncome")
• Account Codes: Optional but commonly used
• Realm ID: Company ID required for API access

Xero (Coming Soon)

• Account Types: Similar to QuickBooks
• Tax Codes: May be imported alongside accounts
• Tracking Categories: Additional classification options

FreshBooks (Coming Soon)

• Simplified Chart: Fewer account types than QuickBooks/Xero
• Expense Categories: May map directly to FreshBooks categories

See Also

• Overview - Chart of Accounts overview
• Mapping Categories - How to map imported accounts
• Validation - How to validate your mappings