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Account Mapping Tool

Learn how to customize your Chart of Accounts structure for enhanced reporting without changing your bookkeeping records.

 

Account Mapping Tool Overview

The Account Mapping Tool is a powerful feature that bridges the gap between operational accounting and strategic reporting. It provides flexibility and control over your financial reporting by allowing you to override your standard Chart of Accounts (COA), without changing your actual accounting records.

With this feature, you can:

  • Create custom account groupings
  • Structure the 3 main financial statements for management reporting
  • Align with external reporting standards

All while keeping your original accounting data intact.

Check out these Knowledge Center articles for more information on using the Account Mapping Tool with Budgets PRO, Consolidations, and Unlocked Statements.

How to Enable the Account Mapping Tool

Note: The Account Mapping Tool is currently not available for CSV or MYOB integrations.

  1. Go to Company Settings.
  2. For QBO and Xero integrations: General Settings, choose your preferred option for Hide Inactive Accounts.
         3.  From the left-hand menu, select Account Mapping Tool.
         4.  Click Enable Custom Chart of Accounts, then Launch the Mapping Tool.

           5.  Customize your Chart of Accounts:
    • Add Groups and Blank Rows
    • Use Drag-and-drop to organize your structure and hierarchy
    • Expand/Collapse the entire section for easier organization
    • Use the "Revert to Default" option to reset your mapping to the original COA

Understanding Groups and Blank Rows

Groups are a calculated field—they automatically sum the total of the accounts nested within them. These totals appear in statements and budgets. You can use them to create future P&L accounts that don't exist in the bookkeeping (like a new income stream you need to budget for).

Blank Rows are a design feature—they don't affect calculations but allow you to visually organize or style your statements and budgets for clarity. They will not appear as options in Live Text and Data Sheets.

You can name both Groups and Blank Rows to match your preferred layout or reporting style. The Group Number is optional, but recommended if using the sort by account number feature. The Blank Row name is also optional, and leaving this section empty will show an empty row.

What Changes When the Mapping Tool Is Enabled

Once you enable the Account Mapping Tool:

  • The Data Picker will follow your mapped custom COA structure
  • Locked Statements (new and existing) will follow the mapped custom COA structure

Handling Chart of Accounts Changes

A warning icon will appear next to any company name on the Workspace Home page to help quickly identify unmapped accounts that need attention.

Adding New Accounts

  • In each accounting category, the Mapping Tool will show the number of new/unmapped accounts that need attention
  • Any new accounts will have a warning icon in the Mapping tool until they're either:
    • Resolved by clicking on the account
    • Mapped using the drag-and-drop option
    • The mapping tool is saved and closed

Changing Account Types

If you change an account type (e.g., Expense → COGS):

  • A warning icon will appear next to the account name in both the old and new accounting categories
  • To fix it:
    • Click to remove the account from the old category
    • Click to resolve or drag-and-drop to remap the account in the new category

Tip: For Xero, if you change Bank/Credit Card Mapping in the Company Settings, make sure to update the new account types within the Mapping tool as described above.

Managing Inactive Accounts

When "Hide Inactive Accounts" is ENABLED

  • Inactive accounts will not show in the Mapping Tool

Exceptions:

  • Inactive accounts with data in the last 2 years, and those used in Budgets PRO 2+ years old
    • These inactive accounts will have an info icon in the Mapping tool and cannot be removed. They will appear in Budgets PRO (as mapped), but will not show in financial statements

  • If you've enabled "Hide Inactive Accounts" after turning on the Mapping tool, or if you have archived an account in your accounting integration that used to be active
    • These inactive accounts will show as unmapped. You can click to Remove them individually or Revert the COA to Default (for the selected accounting category)

When "Hide Inactive Accounts" is DISABLED

  • Inactive accounts will show in the Mapping Tool (no visual indication of inactive status)

Exceptions:

  • If you decide to show inactive accounts after turning on the Mapping tool and removing inactive accounts, there will be an "unmapped" warning icon next to inactive accounts for you to Resolve

Tip: Remove all inactive accounts within the Mapping tool to hide them in budgets and statements. Regardless of the Company Settings, your customized COA mapping will not change until changes are made in the Mapping Tool.

Unsupported Features

Cash Flow Statements: Custom groups and nesting do not apply. The structure is not currently customizable.

 

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