This guide explains how to create and manage General Ledger (GL) accounts in the Finance & Accounting section of the platform.
GL accounts are used to properly categorize and synchronize expenses, reimbursements, and card transactions with your accounting system.
What is a GL Account?
A GL account is an accounting category that defines how financial transactions are recorded in your accounting system (e.g. QuickBooks, NetSuite).
Each expense in the platform must be mapped to a GL account to ensure accurate accounting synchronization.
How to Access Chart of Accounts
Navigate to Finance & Accounting
Open Accounting Setup
Select Chart of Accounts
You will see a table with existing GL accounts.
GL Account Fields Explained
| Field | Description |
|---|---|
| Subsidiary | Legal entity to which the GL account belongs |
| Accounting Code | Account number from your accounting system |
| Account | Account name |
| Type | Account category (Expense, Asset, Liability, etc.) |
| Description | Purpose of the account |
| Currency | Default currency |
| Default | Defines if this account is the default fallback |
| External ID | Mapping ID from accounting system |
How to Create a New GL Account
Click the ➕ Add button in the bottom-right corner.
Fill in the required fields:
| Field | Required | Notes |
|---|---|---|
| Subsidiary | Yes | Select legal entity |
| Accounting Code | Yes | Must match your accounting system |
| Account | Yes | Account name |
| Type | Yes | Most commonly Expense |
| Description | Optional | Helps define usage |
| Currency | Optional | Defaults to system currency |
| Default | Optional | Use only one default account |
| External ID | Optional | Used for accounting sync |
Click Save
Your GL account will now appear in the Chart of Accounts list.
Setting a Default GL Account
The default GL account is used when no mapping rules apply.
To set a default account:
Enable the Default checkbox for the required GL account.
Only one default account can be active per subsidiary.
Best Practices
Use meaningful accounting codes identical to your accounting system.
Avoid creating multiple default accounts.
Create dedicated GL accounts for:
IT Software
Travel
Marketing
Office Supplies
Payroll