Setting Up Your Chart of Accounts

In Springly, you can customize your chart of accounts — meaning you choose which accounts appear when entering transactions from Accounting > Book Entry.

These customizable accounts belong to classes 1, 2, 6, and 7. You can manage them from Accounting > Configuration → Chart of Accounts.

• How the account settings page works
• Learn more about customizing account names
• Automatically generated accounts
• Exporting your chart of accounts
• Linking a sale made through the ticketing / event / membership / donation module to a specific account

👉 Download our accounting user guide for Springly (9 pages)

How the account settings page works

Go to Accounting > Configuration → Chart of Accounts. On your first visit, click View Chart of Accounts. You'll land on this page:

Viewing available and active accounts

By default, the accounts displayed include:

• all accounts, whether they belong to Expenditures (class 6), Revenue (class 7), Cash, or Other accounts;
• both default accounts (set up by the software) and custom accounts (created by a platform Administrator). Archived accounts are not shown.

To filter the accounts, click + Filters and update the settings by clicking the icon next to each field. You can also search for an account by typing its name in the Account Name field.

Adding an account

At the top of the page, click Add an Account.

A side panel opens. You can browse for the account you want to add across Revenue (class 7), Expenditures (class 6), Cash (class 5), and Other accounts (classes 1–4 and 8) by clicking the relevant icon.

Once you've selected the class, use the Account field to browse all existing accounts or type the account number directly if you know it.

Once you've selected the account, fill in the last three digits in the Account Number field. The first three digits identify the account class and cannot be changed.

If the account number already exists in your chart of accounts, you'll see a warning message:

Optionally, enter a name for the account, then click Save to add it to your chart of accounts.

It will appear with the status Custom in your account list.

Customizing the account number lets you create sub-accounts, as shown in the example above where account 706001 is a sub-account of account 706. Sub-accounts allow for more granular recording of accounting transactions.

This gives you a finer breakdown in your accounting records, making it easier to understand your organization's financial structure.

Click here to learn how to create sub-accounts and understand how they work.

Editing an account

Forgot to update the name, or entered the wrong account number? No worries — you can edit these details by clicking the pencil icon (Edit) on the account's row.

The account itself cannot be changed after the fact. If you selected the wrong account to begin with, you'll need to delete the custom account and create a new one.

Please note: account names and numbers can only be edited for custom accounts. Default accounts cannot be modified.

Deleting or archiving an account

To delete an account, click the trash icon (Delete) next to the account you want to remove. The account will be deleted and will no longer appear when entering transactions.

Important — If the account you're deleting is already linked to existing entries, it will be archived rather than permanently deleted. The entries will not be removed and will remain associated with their original accounts.

Archived accounts no longer appear in your chart of accounts by default. To find them, click + Filters at the top of the page and select Archived in the second field. You can also deselect Default and Custom accounts for a cleaner view (by clicking the X). Click the Unarchive icon to restore an account to your chart of accounts.

Learn more about customizing account names

Once you've updated the name of an account, the software will display your custom name in:

• book entries;
• accounting documents.

How accounts appear during data entry

After renaming an account, you'll see the updated name on the Book Entry pages for revenue and expenditures.

Automatically generated accounts

Some accounts cannot be edited: those with a Default status.

These are accounts automatically created by the software for entries it generates on your behalf. Examples: membership revenue, a bank or petty cash entry following a cash deposit, etc.

Here is a non-exhaustive list of accounts already included in your chart of accounts:

• 622000 Intermediary fees and professional services
• 681100 Depreciation of intangible and tangible fixed assets
• 706000 Service revenue
• 707000 Revenue
• 754000 Donations and fundraising
• 756000 Memberships
• 708000 Surcharge
• 709000 Discount

Exporting your chart of accounts

You can export your custom chart of accounts, as well as the Unified Chart of Accounts available by default in Springly.

To do so, click the Export button above your account list and select the option you want.

The export includes the following information:

• account type;
• category;
• account number;
• official name;
• custom name, if applicable;
• account status (default / custom / archived).

The file will be sent to your email address in Excel format.

Linking a sale made through the ticketing / event / membership / donation module to a specific account

Sales and other revenue generated through Event, Product Sales, Donation, and Membership Campaigns are automatically posted to a dedicated account.

If needed, you can link specific sales to a particular account. This lets you distinguish, from an accounting standpoint, revenue from one event versus another, for example.

This article explains how to do it.