Accounting

This screen says which account in your books each amount goes to when you download the journal from Reports → Accounting export. Open it from Settings → Accounting, or with Account mapping on Reports → Accounting export. You need permission to change settings to edit it; downloading the journal needs permission to export reports.

With permission to export reports but not to change settings, you can open this screen read only. Settings then shows only this section, titled Accounting, with the line The accounts the journal export posts to. Read only: an owner or manager changes them.

The note at the top: Download the journal from Reports → Accounting export. Codes must match the accounts in your accounting software; QuickBooks and Zoho match by account name, Xero and Odoo by code. Open reports takes you there.

What you see

Chart of accounts

Mapping for at the top right chooses what you edit: Whole agency or one branch (with its currency).

• Whole agency: Used by every branch unless the branch sets its own. Empty boxes use the code shown.
• A branch: Only what differs for this branch; empty boxes use the agency mapping. Use it when a branch keeps its own books or bank, for example in another country.

Each row has Posts (the kind of amount), Account code and Account name. An empty box uses the grey value shown in it. The built-in defaults are:

An account code is up to 40 characters and a name up to 120. A name without a code is not saved: the code is what makes a row count.

Card payments by provider

Online card payments go to a clearing account per gateway until the payout reaches the bank. Empty = the card clearing account above. One row per gateway: tap, stripe, credimax, afs, mpgs and benefitpay.

Payment methods

Normally cash goes to cash, transfers and cheques to the bank, cards to card clearing. Set an account here to send a method somewhere else (e.g. a second bank). One row per payment method of your agency. Customer credit goes to Customer credit (liability) and loyalty points to Loyalty points (liability) unless you set an account here.

File options (Whole agency only)

• Dates in the files: 31/12/2026, 12/31/2026 or 2026-12-31. Xero and QuickBooks read dates in your region’s format. The starting choice is 31/12/2026, for the Xero, QuickBooks and Zoho Books files alike.
• Xero tax rate: The tax rate name Xero should use on journal lines (VAT is already split out). Shown as No VAT when empty. Up to 60 characters.
• Odoo journal: The journal the entries are imported into. Shown as MISC when empty. Up to 60 characters.

Save bar

At the bottom: You have unsaved changes with Undo changes and Save changes (Ctrl S also saves), or Everything is saved. After saving, the message Accounting mapping saved appears. If you leave the page with unsaved changes, Leave without saving? asks first.

What you can do here

• Type your own account codes and names for the whole agency.
• Choose a branch in Mapping for and set only the accounts that differ for it.
• Send each gateway's card payments, or a payment method, to its own account.
• Set the date format, the Xero tax rate and the Odoo journal for the export files.

If something goes wrong

• Accounting export is missing in Reports: your role cannot export reports. Ask the agency owner.