Chart of Accounts & Accounting Export

Iraca tracks every financial event as a double-entry journal entry using sixteen internal account types. The Chart of Accounts page lets you map those internal types to the exact account names and numbers used in your accounting software, then export a ready-to-import CSV of your journal entries.

Getting there

Settings → Chart of Accounts

The sixteen account types

Iraca account	What it represents
Revenue	Sale price on fulfilled orders and POS sales
Shipping & Delivery Income	Delivery and freight fees charged on orders. Kept apart from product revenue so your accountant can see it on its own line — QuickBooks, for example, has its own "Shipping Income" account to map it to
Accounts Receivable	Amount owed by customers on fulfilled manual orders you collect directly
Marketplace Clearing	Revenue from marketplace/WooCommerce orders awaiting the marketplace payout — cleared when you record the payout under Reports → Marketplace payouts
Cash	Funds received from POS sales
Inventory Asset	Raw ingredients and supplies on hand
Work in Progress	Ingredient cost tied up in an active production run
Finished Goods	Completed products ready to sell
Cost of Goods Sold	Cost of products when a sale is made
Operating Expenses	Non-inventory bills — rent, utilities, services — plus tax, shipping, and other charges on vendor invoices. Labour and overhead absorbed by a completed production run are credited back out of here and into the goods
Inventory Adjustments	Stock lost or found when you correct a count — spoilage, breakage, shrinkage, and overages. Both directions land here, so the balance is your net variance for the period
Accounts Payable	Amount owed to suppliers on approved vendor bills
Goods Received Not Invoiced	Stock you have received against a purchase order but not yet been billed for. Cleared when you link and approve the supplier bill
Sales Tax Payable	Sales tax you have collected and owe to the taxing authority
Customer Deposits	Money a customer paid you before their order was delivered — a catering deposit, for example. It is a liability until the final invoice applies it
Owner's Equity	Write-offs and adjustments with no external counterparty

Setting up your mappings

For each row:

1. Account Name — enter the name exactly as it appears in your accounting software (e.g. Raw Materials Inventory, Sales Revenue). This is what appears in the exported CSV and is matched during import.
2. Account No. — optional, but recommended. Adding your chart-of-accounts number (e.g. 1200) makes import faster and avoids ambiguity when account names are similar.

Tap Save Mappings when done. Mappings are stored per account; you can update them at any time and the next export will use the new names.

If you leave an account name blank, Iraca's default name is used in exports (e.g. "Inventory Asset"). Fill in all sixteen for the cleanest import experience.

Exporting journal entries

1. Set a date range (defaults to the last 30 days).
2. Click Download CSV.

Pick the format that matches where the file is going. QuickBooks and Wave read the same file; Xero needs a different one, so choosing the wrong format means an import that fails or, worse, one that posts wrongly.

QuickBooks / Wave

One row per journal line:

Column	Description
Date	Entry date
Journal No.	Iraca's internal journal entry ID, which groups the lines into one entry
Description	What triggered the entry (e.g. "Order #SO-00042 fulfilled")
Name	The customer on an Accounts Receivable line, or the supplier on an Accounts Payable line. QuickBooks refuses those lines without it
Account No.	Your account number (blank if not mapped)
Account	Your mapped account name
Debit	Debit amount (blank if zero)
Credit	Credit amount (blank if zero)

Xero

Xero imports manual journals from its own layout, so the file looks different:

Column	Description
Narration	The entry description. Filled on the entry's first row only
Date	Entry date. Filled on the first row only — a blank Date and Narration is how Xero knows the row belongs to the journal above it
Description	The individual line's description
AccountCode	Your account number. Xero will not import a line without one
TaxRate	The tax rate name, set in the export options
Amount	One signed figure: positive for a debit, negative for a credit

Two things to set up before your first Xero export:

• Fill in Account No. for every account you use. Xero matches on the code, not the name. If any account in the date range is missing one, the export stops and tells you which, rather than handing you a file Xero will reject.
• Check the tax rate name. It has to match a rate in your Xero organisation exactly. US organisations usually have Tax Exempt, the UK No VAT, Australia BAS Excluded. The default is No Tax.

Exporting the same period twice

Iraca records every export and marks the entries that went out, so it can tell when a range you're about to export overlaps one you've already sent. Export July, then export the 15th of July to the 15th of August, and the entries in the overlap would be imported a second time and counted twice.

When that happens the export stops and asks which you meant:

• Export only what's new — leaves out the entries that already went and sends the rest. This is what you want when you've simply picked an overlapping range.
• Export everything again — sends the whole range, including what went before. Use this when the first file was never imported, and be ready to remove the duplicates if it was.

Export history under the export section lists what was sent, when, for which range and by whom, with re-sent exports marked.

Downloaded a file you never imported?

Downloading marks those entries as sent, because that's normally what a download means. If you downloaded a file and then discarded it — wrong date range, wrong format, or you simply changed your mind — choose Retract on that row in the Export history. Its entries go back in the queue and the next export picks them up as new.

Only retract a file that never reached your accounting software. If it was imported, retracting it means those entries go out a second time and land there twice.

Retracting is safe when an entry has been sent more than once: if a later export still holds it, retracting the earlier one leaves it marked as sent. Retracted exports stay in the history, marked as such, so the record of what happened is intact.

Entries voided after you exported them

Voiding an entry in Iraca can't reach into your accounting software to reverse the copy it already has. When that happens the entry is listed under Voided after they were exported, with its date, description and amount, so you can reverse or delete the matching entry there. The list clears itself as those entries stop being relevant.

Amounts are written in cents. Iraca tracks costs to four decimal places, but both QuickBooks and Xero round each line to cents as they import, which can leave an entry a cent out of balance and rejected. The export rounds for them and puts any remainder back on the largest line, so every entry in the file balances exactly.

⚠️ Avoiding double-counted cash with a connected bank feed

This is the most common mistake when importing into QuickBooks, Xero, or Wave — read this before your first export.

If your accounting software has a connected bank feed, it already pulls in your real bank transactions automatically. Iraca's journal entries also include the cash side of each event — a bill payment posts Debit Accounts Payable / Credit Cash, a POS sale posts Debit Cash / Credit Revenue, and so on. If you import those cash lines and let the bank feed bring in the same transactions, every cash movement is recorded twice — your bank balance and your books drift apart fast.

The rule: one source of truth for your bank account. If the bank feed is connected, let it own the bank account, and don't post Iraca's cash lines to that same account.

Iraca handles this for you. The first time you open Chart of Accounts, it asks once whether your accounting software has a connected bank feed and remembers your answer — so the safe setting is applied automatically on every export, not re-decided each time. You can change it anytime with the "My accounting software has a connected bank feed" checkbox in the Export section. When it's on, every cash line in the export is re-pointed to a clearing account (default name Bank Feed Clearing — rename it to match an account in your software) instead of your real bank account. The workflow becomes:

1. Import the CSV — cash lands in the clearing account, not your bank.
2. When the bank feed brings in the matching transaction, categorize it to that same clearing account.
3. The two sides cancel out, the clearing account nets to zero, and cash has moved exactly once.

Leave the toggle off only if Iraca is your sole book of record and you are not running a bank feed anywhere else — otherwise you'll double-count.

Running Iraca's export and a separate accounting package on the same bank? Pick one to own each bank movement. Either use the clearing-account option above, or match/exclude the overlapping bank-feed lines rather than adding them as new transactions.

Importing into QuickBooks Online

1. In QuickBooks Online, go to + New → Journal Entry → Import.
2. Upload the CSV.
3. Map columns when prompted: Date → Date, Description → Memo, Account → Account, Debit → Debit, Credit → Credit.
4. Review and confirm.

Importing into Wave

1. In Wave, go to Accounting → Transactions → Import.
2. Upload the CSV and follow the column mapping wizard.

Importing into Xero

1. Set the export format to Xero and download the file.
2. In Xero, go to Accounting → Manual Journals → Import.
3. Upload the CSV.

Xero refuses the file if a column heading differs by so much as a space, and it occasionally changes its template. Before your first import, click Download template file on that same Import screen and check the headings against the file Iraca produced. If they differ, tell us and we'll match them.

Tips

• Export and import monthly to keep your books current without large backlogs.
• The export only includes posted entries — draft or voided entries are excluded.
• If a product has no unit cost set, some entries may be missing. Set unit costs under Inventory → Products to ensure full coverage (see Journal Entries).