Chart of Accounts

The Chart of Accounts is the list of GL accounts Rundoo posts to — the spine that turns every sale, payment, order, and stock movement into a journal entry your accountant can read.

In the Admin > Chart of Accounts > Accounts tab, you'll see every account in your ledger with its number, name, type, starting balance, and start date. The Mapping tab on the same page is where you tell Rundoo which account each kind of transaction should post to — see Account mapping for that side.

Account types Rundoo uses

When you add an account, Rundoo asks you to pick one of six types. They're the standard GL categories — if you've set up a Chart of Accounts in QuickBooks or Xero, these will look familiar.

Type	What it holds	Examples in Rundoo
Asset	What the business owns.	Bank accounts, merchant card deposits, inventory value, accounts receivable.
Liability	What the business owes.	Sales tax payable, payroll withholdings, accounts payable, customer credits.
Equity	Owner's stake — opening balances, retained earnings, draws.	Owner's equity, retained earnings.
Income	Revenue the business earns.	Sales, card surcharges billed back to customers, freight income.
COGS	Cost of goods sold — the cost side of every sale.	COGS is its own type in Rundoo (not lumped in with Expense) so your gross margin calculation stays clean on the Profit & Loss.
Expense	Operating costs.	Wages, card processing fees, rent, utilities.

The standard Rundoo accounts

Rundoo ships every new company with a pre-seeded Chart of Accounts so you can start posting from day one. The numbers follow the standard 1000-series-per-type convention — Assets in the 1000s, Liabilities in the 2000s, Equity in the 3000s, Income in the 4000s, COGS in the 5000s, Expenses in the 6000s.

Typical accounts you'll see out of the box:

• Assets (1000s) — BANK ACCT, Bank-Card, Accounts Receivable, and Inventory accounts (per-department, e.g. Inventory - Paint).

• Liabilities (2000s) — Accounts Payable, Retained earnings payable, and the sales-tax-payable accounts tied to each location's tax rate.

• Income (4000s) — Sales (the catch-all sales account), CardSurcharge (credit-card surcharges billed back to customers).

• COGS (5000s) — COGS (the default cost-of-goods-sold account hit on every sale).

• Expenses (6000s) — Wages, CardFees (card processing expense).

Your Rundoo onboarding team sets up the account numbers that match your existing books — if you already have a Chart of Accounts in QuickBooks or on paper, tell your implementation manager and we'll mirror it so the exports line up with what your accountant expects. Any accounts you need that aren't in the starter set (payroll withholdings, Shopify deposits, a second bank, a tip liability) can be added yourself from the Add account flow below.

Adding an account

If you need an account Rundoo doesn't ship with — a second bank, a new expense category, a tip liability, a separate inventory account for a new department — add it yourself.

In the Admin > Chart of Accounts > Accounts tab, click Add account in the top-right. The modal asks for three things:

• Name — how the account will appear on the list and on journal entries. Match the naming your accountant uses in QuickBooks if you can; it makes reconciliation easier.

• Type — pick from Asset, Liability, Equity, Income, COGS, or Expense.

• Number — the GL number. Keep it inside the 1000-series-per-type convention so reports stay readable.

Click Save and the account joins your list. It's available immediately for mapping.

Editing or deactivating

Click any row on the Accounts tab to open the Edit account modal.

You can change the Name, Type, Number, Start date, and Starting balance, then Save. You can also deactivate the account with the red Deactivate button in the bottom-left — deactivating removes it from your active list (filtered by Status: Active at top of the page) but doesn't delete historical postings. Any journal entry that already hit the account stays intact on your P&L and Balance Sheet.

Starting balances let you import an opening-day balance sheet from your old system — cash on hand, inventory value, AR, AP — so Rundoo reports line up with your historical books from day one. A banner at the top of the Accounts tab flags any starting-balance date where Assets ≠ Liabilities + Equity, so you can see at a glance whether your opening entry is balanced.

How transactions post to accounts

Every time Rundoo writes a journal entry — a sale rings up, a bill payment comes in, a PO is received, an inventory count is posted — it looks up which accounts to debit and credit on the Mapping tab.

The mapping is the translation layer: a POS sale knows it needs to debit "card deposits" and credit "sales," but which specific Asset account is your card-deposit account, and which Income account is your sales account? That's what Mapping answers — and it's scoped by location, so a Menlo Park card deposit can land in a different bank account from a Palo Alto card deposit.

A few common postings:

• A cash sale — debits your cash Asset account, credits your Sales Income account, credits the location's sales-tax Liability account, debits COGS, credits Inventory.

• A bill payment from a charge-account customer — debits the tender method's Asset account (bank, card deposits), credits Accounts Receivable.

• A received purchase order — debits Inventory, credits Accounts Payable.

• An inventory count adjustment — debits or credits Inventory against an inventory-variance expense account.

See Account mapping for the full routing table and how to change which account a transaction posts to.

Recommended Rundocs

• Account mapping

• Profit & Loss

• Balance Sheet