Account Codes

Account Codes

Overview

Account Codes allow you to categorise your services for financial reporting, reconciliation, and accounting exports. Once created, Account Codes can be assigned directly to services and are automatically stored against invoice items — giving your finance team clean, consistent data without manual adjustments.

What You Can Do

  • Create, edit, and delete Account Codes from Settings.
  • Assign an Account Code to one or more services.
  • View how many services are linked to each Account Code.
  • Automatically release services for reassignment when an Account Code is deleted.
  • Store Account Codes against invoice items for accurate financial exports

Managing Account Codes

Accessing Account Codes
  1. Navigate to Settings from the main navigation menu.
  2. Select Account Codes.



Creating an Account Code
  1. Click Add New to add an account code.
  2. Enter a unique Account Code and Description.
  3. Select one or more services that should be associated with this account code. 
  4. Click Create. 
Editing an Account Code
  1. Locate the account code you would like to update in the list.
  2. Click the ellipsis (...) action button and select Edit.
  3. Update the services assigned to the account code as required.
  4. Click Update to save your changes.
Deleting an Account Code
  1. Locate the account code you wish to remove.
  2. Click the ellipsis (...) action button and select Delete.
  3. Confirm the deletion when prompted.
    4. Important: Deleting an account code will automatically remove its association with any assigned services, making those services available to be assigned to another account code. Existing invoice records are not affected and will continue to retain their original account code for historical reporting purposes.

    Tip: The Account Codes list in Settings shows a count of how many services are assigned to each code. Useful for auditing your assignments before making changes.


Account Codes on Invoice Items

When a booking is made, the Account Code associated with the service at that time is automatically stored against each invoice item. This ensures your financial records remain accurate even if account code assignments change in the future.

What Gets Stored

  • The Account Code is captured on the original invoice item at the time of booking.
  • If a booking is reversed or credited, the reversal record also retains the same Account Code.
  • Account Codes are visible in the Reports > Invoice Items Report for reconciliation.

Invoice Items Report

The Invoice Items Report includes an Account Code column, allowing you to:

  • Filter and group invoice items by Account Code.
  • Export data for use in accounting software (e.g. Xero, MYOB, QuickBooks).
  • Reconcile revenue by account category without manual cross-referencing.

Troubleshooting & FAQs

Can a service be assigned to more than one Account Code?
No. Each service can only be linked to one active Account Code at a time. To change the assignment, update the service directly or delete the existing Account Code to release it for reassignment.
What happens to invoice items if I change a service's Account Code?
Existing invoice items are not affected. They retain the Account Code that was in place when the booking was made. Only new bookings will use the updated Account Code.
What happens to services when I delete an Account Code?
Services assigned to a deleted Account Code are automatically released and will have no Account Code assigned. You can then reassign them to a different Account Code at any time.
Can I export Account Code data?
Yes. Account Codes are included in the Invoice Items Report, which can be exported for use in accounting and reconciliation workflows.
 

Need Help?

If you need assistance, contact our support team:
💬 Live Chat: Click the chat icon in the bottom-right corner of the screen.
📧 Email: support@nabooki.com