Chart of Accounts Complete list with Descriptions for QuickBooks Experts in QuickBooks Consulting & QuickBooks Training by Accountants

quickbooks trucking chart of accounts

When first starting a business it’s common to take money from personal savings to make purchases, or, to use one credit card for household and business purchases. Keep personal and business purchases separate as much as possible. If personal money is used for start-up costs then categorize it as a loan.


That doesn’t mean recording every single detail about every single transaction. You don’t need a separate account for every product you sell, and you don’t need a separate account for each utility. It categorizes transactions into primary accounts like assets, liabilities, equity, expenses and revenue. Sub-accounts can be used to categorize transactions further. Because the chart of accounts is the backbone of your bookkeeping system, it pays to take time now to make sure your list of accounts is complete and appropriate for your business.

Avoiding Common Pitfalls with QuickBooks™

In the Excel report, format the memo column to a number format and sum the column. This will give you the total gallons for the time period. Inputting transactions with the class will allow you to create a profit and loss statement by class. This report will show income and direct expenses related to each unit, allowing you to determine a rough estimate of the profitability by unit. For example, balance sheets are typically used for asset and liability accounts, while income statements are used for expense accounts.

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This free construction Chart of Accounts includes accounts for retainage, underbilling, and more, formatted for easy importing to QuickBooks. Having a bookkeeper or accountant assist in setting up QuickBooks™ can be money well spent and time saved. Many accountants are willing to help you set up your COA from the beginning to ensure you are recording the appropriate data.

When evaluating offers, please review the institution’s Terms and Conditions. If you find discrepancies with your credit score or information from your credit report, please contact TransUnion® directly. Small businesses with less than 250 accounts might have a different numbering system. A chart of accounts helps organize your business’s transactions to reveal where money is coming from and going to.

Organize account names into one of the four account category types

You can also include a column for account number if you wish. The spreadsheet can contain other columns, but they won’t be imported into QuickBooks Online. The first line of the spreadsheet should contain a label for each column, which doesn’t necessarily have to match the field name in QuickBooks Online. From the chart of accounts screen, click the Run Report button on the top right side of the screen to view a copy of your chart of accounts. The Work In Progress schedule is an accounting schedule that’s a component of a company’s balance sheet. The easiest way to customize your Chart of Accounts is to import a full list of accounts.

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The spreadsheet must be formatted correctly to correspond to the available fields in QuickBooks. The only required field is “Name,” which corresponds to the account name. After you upload the file, QB will prompt you to select the appropriate Type and Detail Type fields.

How to Customize the QuickBooks Chart of Accounts for Construction

First, click on the gear icon on the upper right-hand side of your startup checklist, a comprehensive list dashboard, and then select Chart of accounts from the pop-up window, as shown below. As anyone reading this surely knows, the construction industry loves its documents! This method is useful if you only have a handful of accounts to add. R – Break down the expenses to get accurate gross profits.

QuickBooks Online won’t import an account if there’s another account with the same name either already in your chart of accounts or import file. After importing your accounts, QuickBooks Online will provide a list of accounts that didn’t import due to duplicates. The chart in Quickbooks Online gives you a detailed list of all the financial accounts in a company’s general ledger . They are grouped into categories that correspond to the structure of a construction company’s financial statements.

These main accounts help organize transactions into coherent groups that you can use to analyze your business’s financial position. In fact, some of the most important financial reports — the balance sheet and income statement — are generated based on data from the chart of accounts’ main accounts. Balance sheet, which conveys the business’s financial health at that point in time and whether or not it owes money.

Balance sheet accounts are generally listed first on the chart of accounts. Expense and revenue accounts make up something called the income statement, which provides insight into a business’s profitability overtime. Whenever you invoice a property owner, receive a check from a customer, or pay a material supplier, you need to categorize those transactions properly. The Chart of Accounts is the heart of every contractor’s accounting system, whether you’re using QuickBooks or any other construction accounting software. In this article, we’ll explain how a contractor’s Chart of Accounts should be set up in QuickBooks, with a free customizable template for construction.

Download the QuickBooks Chart of Accounts for Transportation, Trucking, or Delivery Companies

The accuracy of your record keeping system is only as good as the accuracy of the records used and how consistenly records are entered. On a daily basis, take the time to enter income and expenses. Schedule time aside every week to pay bills and once a month to reconcile your accounts. Every transaction in QuickBooks™ must be checked and matched to bank records in order for the register to be accurate. This not only means your bank statements but also loans and taxes. For managing transactions that occur every month for the same amount such as an internet bill, QuickBooks™ has a Memorized Transactions option to automate the transaction entry.

We recommend reviewing this default chart of accounts to determine what accounts need to be added, edited, or deleted. To run the report, go to the chart of accounts and select the IFTA fuel expense account. Click reports at the bottom of the page and then choose QuickReport . Export this report to Excel by clicking the Excel button at the top of the report.


By selecting Agriculture, Ranching, or Farming during the initial company set-up, the options will be modified to provide a set of income and expense accounts that match the Schedule F tax form. QuickBooks™ has “default” Account Names but these can and should be modified by the user to provide more detail to the user. As new accounts arise or changes occur, accounts can be added or edited on the fly. Table 2 lists some of the different account names and types included in QuickBooks™.


Your chart of accounts will dictate how certain other reports are structured (like your profit/loss report, etc). So you want to think logically about how you want those reports to look and make sure your accounts are also organized in that manner. You will likely end up making adjustments to the structure and grouping of these accounts as you start using QuickBooks to make them more useful for you. This is intended to be a demo and a live interactive session in your QBO file. There are various factors to consider in choosing between Desktop and Online. Desktop is one-time, downloadable software whereas Online is cloud-based meaning it can be accessed wherever there is an internet connection.