Chart of Accounts Mapping

Understand how Levelup normalizes your Chart of Accounts and how to review or override mappings.

Levelup normalizes your Chart of Accounts (COA) from each connected accounting provider into a standardized structure. This normalization enables consistent financial analysis, KPI calculation, and cross-company comparisons regardless of how individual companies label their accounts.

How Normalization Works

When financial data syncs from QuickBooks Online or Xero, Levelup processes each account in the company's Chart of Accounts through a multi-layered normalization system:

Rule-based categorization -- Levelup applies predefined rules to match account types and names to standardized categories. For example, an account of type "BANK" is automatically categorized under Assets > Bank.
AI normalization -- For accounts that cannot be conclusively matched by rules alone, Levelup uses AI to analyze the account name, code, and type to determine the best standardized category.
User Categorization -- You can manually override any mapping to ensure it matches your specific accounting structure.

Normalization Priority

When multiple normalization sources produce a result, Levelup applies them in this priority order:

User Categorization (highest priority) -- Any mapping you set manually always takes precedence.
AI normalization -- The AI-determined mapping is used if no User Categorization exists.
Rule-based categorization -- The rule-based result is used as a fallback.

Each mapping source is indicated by a distinct icon on the mapping page so you can see at a glance how each account was categorized.

Standardized COA Structure

Levelup organizes accounts into a hierarchical structure with up to four levels. The top-level groups are:

Assets -- Bank accounts, current assets, inventory, prepaid expenses, fixed assets, other assets
Liabilities -- Current liabilities, accounts payable, credit cards, long-term liabilities
Equity -- Owner's equity, retained earnings, and related accounts
Income -- Revenue and sales accounts
Direct Costs -- Cost of goods sold and direct cost accounts
Operating Expenses -- Overhead and general operating expense accounts
Other -- Other income, other expenses, and depreciation

Within each group, accounts are further organized into subgroups based on the account type reported by your accounting provider (e.g., "Current Assets", "Fixed Assets", "Revenue").

Company-Level Mapping Page

The company-level mapping page allows you to review and adjust how each account in a specific company is categorized.

Accessing the Page

Navigate to the company's detail view.
Select Manage Integrations from the sidebar or breadcrumb navigation.
The Chart of Accounts Mapping page loads with all accounts from the selected company.

Page Layout

Accounts are grouped by their standardized category (e.g., Assets > Bank, Liabilities > Current Liabilities). Each group can be expanded or collapsed.

For each account, you see:

Account name and code -- As reported by your accounting provider
Service type -- The account type from the provider (e.g., Bank, Current Asset, Revenue)
Mapping -- The current standardized category, with an icon indicating the source:
- Green save icon -- User Categorization
- Orange star icon -- AI Normalization
- Blue gear icon -- Rule Based Categorization

Editing a Mapping

Click the edit (pencil) icon next to any account's mapping.
A dropdown appears with all available standardized categories.
Search or browse to find the correct category.
Select the category to stage the change.
The change appears as "pending" in amber text.
Repeat for any other accounts you want to adjust.
Click Apply Changes to save all pending changes at once.

You can also click Reject All Changes to discard all pending edits before saving.

Resetting a Mapping

If you have set a User Categorization and want to revert to the AI or rule-based mapping:

Click the reset (circular arrow) icon next to the account.
The account reverts to its AI-determined or rule-based category.

Searching Accounts

Use the search bar at the top of the page to filter accounts by name, code, or mapped category. Clear the search to see all accounts again.

Exporting

Click the Export button to download the full Chart of Accounts with all mappings as an Excel spreadsheet. The export includes columns for Code, Name, Type, User Categorization, AI Normalization, and Rule Based Categorization.

Re-syncing from the Mapping Page

If the mapping page shows a Sync in Progress banner, the company is currently being re-synced. Making changes to mappings during an active sync may restart the sync process.

You can trigger a re-sync directly from this page using the Re-sync button. This pulls fresh data from the accounting provider and re-runs the normalization process.

Organization-Level Mapping

Admins and Owners can also view and manage Chart of Accounts mappings across all companies in the organization from a single page.

Accessing Organization Mapping

Navigate to Organization Settings from the sidebar.
Select Manage Chart Mapping.

How It Works

The organization mapping page displays a table with:

Rows representing standardized COA categories (the normalized account structure)
Columns representing each company in your organization

Each cell shows which company accounts are mapped to that standardized category. This cross-company view helps you identify inconsistencies or confirm that similar accounts are categorized the same way across your portfolio.

Editing from the Organization View

You can update individual account mappings directly from the organization mapping page:

Click on a cell to see the accounts mapped to that category for a specific company.
Use the mapping selector to reassign an account to a different standardized category.
The change is applied to the company-level mapping.

Filtering and Searching

Use the search bar to filter standardized categories by name. The table also supports column-level filtering and sorting to help you focus on specific companies or mapping categories.

Company Pagination

If your organization has many companies, the table paginates the company columns. Use the pagination controls below the table to navigate between pages of companies or adjust the number of companies shown per page.

Best Practices

Review mappings after initial sync -- After connecting a new company, review the Chart of Accounts mapping to confirm that accounts are categorized correctly.
Use user overrides sparingly -- The AI and rule-based systems handle most accounts well. Override only when the automatic mapping is clearly incorrect for your specific situation.
Check the organization view periodically -- Use the organization-level mapping to ensure consistent categorization across your portfolio, especially after adding new companies.
Re-sync after significant changes -- If you make many mapping changes, consider triggering a re-sync to ensure all calculated data reflects your updated categorizations.

Next Steps

Connecting QuickBooks Online -- Set up a QBO connection
Connecting Xero -- Set up a Xero connection
Managing Integrations -- View and manage all connected companies

Sync and Troubleshooting

Import Data (CSV/Excel)