Download
Chart of accounts
- 51 numbered accounts
- Four industry add-ons
- Ready to import
Opens in Excel, Google Sheets and Apple Numbers.
Free tools · Setting up the books
Free chart of accounts template, numbered and ready to import.
Excello's free chart of accounts template is an Excel list of 51 accounts, numbered by type with normal balances and descriptions, ready to adapt and import into QuickBooks or Xero.
It works for most startups and small businesses, with extra accounts for SaaS, ecommerce, restaurants and professional services.
Free. No sign-up. Opens in Excel and Google Sheets.
- Template
- Accounts 51
- Industry add-ons four
- Format Excel
- Price free
Chart of accounts template: free download
The workbook
What is a chart of accounts?
The basics
| Type | Numbers | What it holds | Normal balance |
|---|---|---|---|
| Assets | 1000 to 1999 | What the business owns: cash, receivables, inventory, equipment | Debit |
| Liabilities | 2000 to 2999 | What it owes: payables, cards, payroll and tax owed, loans | Credit |
| Equity | 3000 to 3999 | What belongs to the owners: shares, contributions, retained earnings | Credit |
| Income | 4000 to 4999 | Money earned from sales and services | Credit |
| Expenses | 5000 to 7999 | Cost of sales, operating costs and other expenses | Debit |
Chart of accounts structure example
Every account
The full list in the template, in the order it appears in your reports.
| Number | Account | Type | Normal balance | What goes in it |
|---|---|---|---|---|
| 1000 | Operating bank account | Asset | Debit | Main business checking account |
| 1010 | Savings account | Asset | Debit | Business savings or reserve account |
| 1050 | Payment processor clearing | Asset | Debit | Stripe, Shopify or PayPal balances not yet paid out |
| 1100 | Accounts receivable | Asset | Debit | Invoices customers have not yet paid |
| 1200 | Inventory | Asset | Debit | Stock held for sale, at cost |
| 1300 | Prepaid expenses | Asset | Debit | Costs paid in advance, such as annual software or insurance |
| 1400 | Undeposited funds | Asset | Debit | Payments received but not yet deposited |
| 1500 | Computer equipment | Asset | Debit | Laptops, servers and other hardware |
| 1510 | Furniture and fixtures | Asset | Debit | Office furniture and fit-out |
| 1590 | Accumulated depreciation | Asset | Credit | Total depreciation charged on fixed assets |
| 1700 | Security deposits | Asset | Debit | Rent and utility deposits |
| 2000 | Accounts payable | Liability | Credit | Bills received and not yet paid |
| 2100 | Credit card | Liability | Credit | Company card balance, one account per card program |
| 2200 | Accrued expenses | Liability | Credit | Costs incurred but not yet billed |
| 2300 | Payroll liabilities | Liability | Credit | Wages, payroll taxes and benefits owed |
| 2400 | Sales tax or VAT payable | Liability | Credit | Tax collected on sales and owed to the tax authority |
| 2500 | Deferred revenue | Liability | Credit | Payments received for work or subscriptions not yet delivered |
| 2700 | Loans payable | Liability | Credit | Bank loans and other borrowing |
| 2800 | Convertible notes and SAFEs | Liability | Credit | Investor instruments not yet converted to shares |
| 3000 | Common stock | Equity | Credit | Par value of shares issued |
| 3100 | Additional paid-in capital | Equity | Credit | Amount paid for shares above par value |
| 3200 | Owner contributions | Equity | Credit | Money the owner puts into the business |
| 3300 | Owner draws | Equity | Debit | Money the owner takes out of the business |
| 3900 | Retained earnings | Equity | Credit | Profits and losses from earlier years |
| 4000 | Sales revenue | Income | Credit | Income from selling products or services |
| 4100 | Subscription revenue | Income | Credit | Recurring income from subscriptions |
| 4200 | Services revenue | Income | Credit | Income from consulting or project work |
| 4800 | Discounts and refunds | Income | Debit | Discounts given and refunds paid to customers |
| 5000 | Cost of goods sold | Expense | Debit | Cost of products sold |
| 5100 | Merchant and payment fees | Expense | Debit | Stripe, card and marketplace fees |
| 5200 | Hosting and infrastructure | Expense | Debit | Servers and cloud costs that deliver the product |
| 5300 | Shipping and fulfillment | Expense | Debit | Postage, packaging and fulfillment fees |
| 6000 | Salaries and wages | Expense | Debit | Gross pay for employees |
| 6010 | Payroll taxes | Expense | Debit | Employer payroll taxes |
| 6020 | Employee benefits | Expense | Debit | Health insurance, retirement and other benefits |
| 6100 | Contractors | Expense | Debit | Payments to independent contractors |
| 6200 | Rent | Expense | Debit | Office or workspace rent |
| 6210 | Utilities | Expense | Debit | Power, water and internet |
| 6300 | Software and subscriptions | Expense | Debit | Business software and online tools |
| 6400 | Advertising and marketing | Expense | Debit | Ads, events and marketing tools |
| 6500 | Travel | Expense | Debit | Flights, hotels and transport |
| 6510 | Meals | Expense | Debit | Business meals |
| 6600 | Professional fees | Expense | Debit | Accounting, legal and consulting fees |
| 6700 | Insurance | Expense | Debit | Business insurance premiums |
| 6800 | Office supplies | Expense | Debit | Stationery and small equipment |
| 6900 | Bank fees | Expense | Debit | Account and transfer fees |
| 6950 | Depreciation | Expense | Debit | The part of fixed asset cost charged this period |
| 7000 | Interest income | Income | Credit | Interest earned on bank balances |
| 7100 | Interest expense | Expense | Debit | Interest paid on loans and cards |
| 7200 | Foreign exchange gain or loss | Expense | Debit | Gains and losses from currency movements |
| 7900 | Income tax | Expense | Debit | Tax on company profits |
A chart of accounts template for small business: making it yours
Six steps
Delete what you will never use
A consulting firm needs no inventory account; a business with no loans needs no loan accounts.
Rename accounts in your own words
Reports are easier to read when accounts use the names your team already uses.
Add industry accounts
Copy the rows you need from the Industry add-ons sheet.
Keep numbers inside their ranges
A new expense account belongs in the 6000s, so reports stay in order.
Import it into your accounting software
QuickBooks Online and Xero both accept a chart of accounts from a spreadsheet.
Review it once a year
Merge accounts nobody uses and split any that hide too much.
Industry add-ons, including a chart of accounts template for restaurants
By business
SaaS
- 4150 Usage revenue (income)
- 5250 Third-party APIs (expense)
- 6310 Research and development software (expense)
Ecommerce
- 1210 Inventory in transit (asset)
- 1220 Marketplace reserves (asset)
- 5010 Freight and duties (expense)
Restaurant
- 5020 Food cost (expense)
- 5030 Beverage cost (expense)
- 2310 Tips payable (liability)
Professional services
- 1110 Unbilled work (asset)
- 5400 Subcontractor costs (expense)
- 6610 Professional licenses (expense)
Using it in QuickBooks Online and Xero
Importing
QuickBooks Online
Using the template in QuickBooks Online
QuickBooks Online imports accounts from a spreadsheet. Match each account to a QuickBooks account type and detail type as you import, and use classes for departments.
Xero
Using the template in Xero
Xero imports a chart of accounts from its own spreadsheet file. Copy the numbers into the code column and the names into the name column, and use tracking categories for departments.
A chart of accounts that stays tidy
Where Excello fits
Frequently asked questions
What is a chart of accounts?
A chart of accounts is the list of every account a business uses to sort its transactions, grouped into assets, liabilities, equity, income and expenses. It is the structure behind the balance sheet and the profit and loss.
How many accounts should a small business have?
Enough to read the business clearly, and no more. This template starts with 51 accounts; most small businesses delete a few that do not apply and add a handful for their industry.
How should a chart of accounts be numbered?
By type, in blocks: 1000s for assets, 2000s for liabilities, 3000s for equity, 4000s for income and 5000s to 7000s for expenses. Leave gaps between numbers so new accounts fit in order.
Can I import this template into QuickBooks Online or Xero?
Yes. Both QuickBooks Online and Xero accept a chart of accounts from a spreadsheet. Copy the account number, name and type columns into their import file, then check the account types match.
What is a normal balance?
A normal balance is the side, debit or credit, that increases an account. Assets and expenses increase with debits, while liabilities, equity and income increase with credits. Contra accounts work the opposite way.
Is this chart of accounts template free?
Yes. The Excel file is free to download and use, with no sign-up needed. It opens in Excel, Google Sheets and Apple Numbers, and includes a summary sheet and industry add-ons.