Your chart of accounts tells Receiptor AI how to categorize every document it extracts. Set one as your default and the AI handles categorization automatically — no manual tagging needed.
What Is a Chart of Accounts in Receiptor AI?
A chart of accounts is a list of expense and income categories your business uses. In Receiptor AI, it lives at the workspace level under Settings > Chart of Accounts. When you designate one chart as your default, the AI reads every new document and assigns the best-matching category from that chart before you even open it.
If you use Xero or QuickBooks, your existing chart is imported automatically when you connect the integration — so your Receiptor AI categories stay in sync with your accounting software.
Four Ways to Create a Chart of Accounts
1. Manually
Go to Settings > Chart of Accounts.
Click New Chart.
Give it a name.
Click Add Account to add categories one at a time. Enter a name, account code (optional), and account type.
Click Save.
2. With AI
Go to Settings > Chart of Accounts.
Click New Chart > Generate with AI.
Describe your business (industry, size, types of expenses) in plain English.
Receiptor AI generates a chart tailored to your business. Review the accounts and remove or rename any that do not apply.
Click Save.
3. Import from CSV
Go to Settings > Chart of Accounts.
Click New Chart > Import CSV.
Download the CSV template, fill in your account names and codes, and re-upload the file.
Confirm the import and click Save.
4. Import from Xero or QuickBooks
Connect your Xero or QuickBooks account under Integrations.
Your chart of accounts is imported automatically.
It will appear in Settings > Chart of Accounts ready to use.
Setting a Default Chart
Only one chart can be active as the default at a time. To set it:
Go to Settings > Chart of Accounts.
Find the chart you want to use.
Click the star icon on the left to mark it as default.
Once set, every new document Receiptor AI processes will be auto-categorized against that chart. The assigned category appears in the Account field on each document.
Editing and Deleting Accounts
To edit an account: click on the account name in the chart to rename it, change the code, or update the type.
To delete an account: hover over the row and click the trash icon. Documents previously assigned to that account will show no category until reassigned.
To delete an entire chart: click the three-dot menu next to the chart name. You cannot delete the chart currently set as default — switch the default first.
Common Questions
Q: Can I have more than one chart of accounts?
A: Yes, you can create as many charts as you need, but only the default chart is used for AI auto-categorization.
Q: What happens to documents if I change the default chart?
A: If you have less than 500 documents, previously categorized ones will be recategorized. New documents will be categorized against the new default going forward.
Q: My Xero chart imported but some accounts are missing. What should I check?
A: The import pulls the accounts active in Xero at the time of connection. If you have added accounts in Xero since then, go to Integrations > Xero > Refresh Chart of Accounts to re-sync.
Q: Can members other than Admins manage the chart of accounts?
A: Yes. Admins and Accountants can manage workspace settings including the chart of accounts. Members and Guests cannot.
Support
Contact us via the in-app chat or at [email protected].