Accounting — Setup

Where to find it: Finance & Events card → Accounting button → Chart of Accounts, Bank Accounts, Vendors, and Opening Balances tabs (grouped under "Setup" in the tab bar), plus the Escrow configuration reached from Overview

This is the foundation you build once, then revisit occasionally: what accounts exist, which bank accounts you're tracking, who you pay, and your starting balances.

Screenshot: Chart of Accounts tab showing the default 15 system accounts

Initialize your Chart of Accounts

Click Initialize Standard Chart (on Overview or the Chart of Accounts tab) to create 15 standard nonprofit accounts in one click:

Code	Name	Type
1000	Operating Bank Account	Asset
1100	Payment Processor Clearing	Asset
1200	Undeposited Funds	Asset
2000	Accounts Payable	Liability
2100	Funds Held for Others	Liability
3000	Opening Balance Equity	Equity
3100	Retained Earnings	Equity
4000	Member Dues Revenue	Revenue
4100	Program and Event Revenue	Revenue
4200	Fundraising Revenue	Revenue
4900	Miscellaneous Revenue	Revenue
6100	Program and Event Expense	Expense
6200	Payment Processing Fees	Expense
6300	Supplies Expense	Expense
6900	Miscellaneous Expense	Expense

If your chart already exists, the button relabels to Refresh Standard Chart, which re-syncs these system account definitions without touching your own custom ones.

Add a club-specific account

Click New Account and fill in:

Field	Required	Notes
Code	Yes	3–8 digits, must be unique
Name	Yes	Up to 120 characters
Type	Yes	Asset, Liability, Equity, Revenue, or Expense
Parent Account	No	Rolls this account up under another for budgets/reports
Active	—
990-EZ Line	No	Only shown for Revenue/Expense accounts

Use Parent Account to group detail accounts under a heading — for example, several specific fundraiser revenue accounts rolled up under a general "Fundraising" parent — so budgets and reports show subtotals.

To retire an account, click its Deactivate icon (confirm required) rather than deleting — its history stays fully intact in reports. Click Reactivate to bring it back.

Note: System accounts (the 15 above) can be renamed, but their code and type are locked — use Deactivate/Reactivate rather than trying to edit those fields.

Map accounts to IRS 990-EZ lines

Click Configure 990-EZ Mapping to see every active revenue/expense account with a dropdown to assign it to the correct IRS 990-EZ line (e.g. "Line 1 — Contributions, gifts, grants"). Adjust as many as you need, then Save All Mappings. This powers the 990-EZ Summary report — any account left unmapped shows up flagged there.

Add a bank account

On the Bank Accounts tab, click Add Bank Account:

Field	Required	Notes
Account Name	Yes	Up to 100 characters
Opening Balance Date	Yes	Defaults to today
Opening Balance	No	If entered, it's posted automatically in the same step

Each card shows a live current balance and the date it was last reconciled.

Set opening balances

If you need to record a starting balance separately (e.g. for an account that isn't a bank account, or you skipped it when creating the bank account), use Opening Balances: pick the account, an as-of date, and the dollar amount. This automatically offsets against the system "Opening Balance Equity" account so your books stay balanced from day one.

Add a vendor

On the Vendors tab, click Add Vendor:

Field	Required	Notes
Name	Yes	Up to 120 characters
Email / Phone / Address	No
Tax ID (last 4 digits)	No	Only the last 4 — never the full SSN/EIN
1099 Eligible	No	Check if you pay this vendor ≥$600/year as a non-employee
Notes	No

Once added, a vendor appears in the Expenses form's picker and, if 1099-eligible, in the Vendor 1099 report.

Escrow / Held-Funds default

From Overview, click Configure next to Escrow & Held Funds to set your club's default for how event/trip money that must be held for someone else is tracked:

Operating Account (comingled) — simpler; funds stay in your normal bank account but are tracked as a liability. Recommended default for most clubs.
Separate Escrow Bank Account — fully segregated; requires setting up a dedicated bank account and reconciling it separately. Use this if your bylaws require segregation, or you're a fiscal agent for another group.

This only sets the default for new event plans — you can override it per plan, and changing it never affects existing plans.

Common questions

What if I need an account that isn't in the standard 15? Add it with New Account — anything specific to your club (a particular fundraiser revenue line, a specific grant) belongs as a custom account, usually rolled up under a relevant parent.

Can I delete an account by mistake and lose history? No — Deactivate is the only option once an account has any history; it's reversible with Reactivate and never removes past entries from reports.

Troubleshooting

If you see...	It means...	Do this
"No available account codes in the 1001–1099 range."	You've reached 99 bank accounts	Contact support — this is an unusual situation
Account code rejected	Code isn't 3–8 digits, or is already in use	Pick a different unique code
"Only asset accounts can be bank accounts."	You tried to flag a non-Asset account as a bank account	Use an Asset-type account instead

Ledgers & Clearing — reconcile the bank accounts you set up here
Budgets — set targets per account once your chart exists