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Step 1: Customize your chart of accounts

The chart of accounts controls how all expenses and purchases are accounted for in Expense. Adapt it to your accounting system before your users start, so the accounting is right from the start.

  • 📊 What does customizing the chart of accounts mean?

    Expense comes with a standard chart of accounts. You adapt it so that:

    • 📊 The accounts match your accounting system
    • ⚙️ Only the accounts your users need are active
    • 👥 Users have fewer choices and make fewer mistakes

    👉 Applies to: administrators. This is step 1 in Checklist: get started as an administrator.

    ⚙️ Step 1 – Review and adapt the accounts

    1. Go to Accounting > Accounts.
    2. Review the existing accounts.
    3. Add, edit or deactivate accounts so they match your accounting system. (Until an account is used, it can be edited freely.)
    4. Click Save.

    ✅ The chart of accounts is customized.

    🧾 Step 2 – Choose accounts that do not require a receipt

    Some accounts do not need a receipt, for example annual fees and rounding. Activate Receipt not required on those accounts.

    ✅ Transactions on the account can be accounted for without a receipt.

    📄 Step 3 – Import many accounts at once (optional)

    1. Go to Accounting > Accounts.
    2. Click the three dots and export the chart of accounts. Use the file as a template.
    3. Fill in the accounts in the same format.
    4. Click the three dots again, choose import and upload the file konton.txt.

    👉 Follow the file format exactly, and test with a few accounts first.

    ⚠️ Accounts that have already been used

    The account has… You can
    not been used in accounting Change or delete it
    been used in accounting Only deactivate it – it cannot be deleted

    👉 This keeps the history correct.

    🎥 Watch the instruction video

     

    💡 Tips for best results

    • ✅ Only activate the accounts users need
    • 📉 Fewer choices mean fewer accounting errors
    • 🧪 Test with a sample expense and a test export
    • 🔄 Review the chart of accounts regularly

    ❓ Frequently asked questions (FAQ)

    Do I have to use the standard chart of accounts?
    No, you can adapt it completely to your company.

    Does the chart of accounts have to be exactly the same as in the accounting system?
    The account numbers must match the accounting system, but you only need the accounts your users need to be active.

    Can I delete an account?
    Only if it has not been used. A used account can be set to inactive.

    Can I change the chart of accounts later?
    Yes, but it is easiest to do it before users start.

    Can I import accounts instead of entering them manually?
    Yes, via the import function and the file konton.txt.

    ✅ Summary

    • 📊 Adapt the chart of accounts to your accounting system
    • ⚙️ Only activate relevant accounts
    • 🧾 Mark accounts that do not require a receipt
    • 📄 Import many accounts by file

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