---
title: How Posting Accounts Map to Your Chart of Accounts
description: See every Posting accounts row in MetaFleet, what posts to it, which QuickBooks account types it accepts and where you can override it.
---

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# How Posting Accounts Map to Your Chart of Accounts

## See every Posting accounts row, what posts to it and which QuickBooks account types it accepts.

**For:** Owners, managers and bookkeepers · **Permission:** Manage account settings to change rows (anyone can read them) · **Time:** ~6 minutes

MetaFleet sends each kind of sale, cost and payment to its own account in your QuickBooks Online chart of accounts. The **Posting accounts** list shows which account each one uses. This page explains every row.

It says what posts where. It does not say which account to pick. Ask your accountant which account to use.

### Where you see the list

Open **Settings** › **Integrations**, then the **QuickBooks** tab, then its **Settings** tab. **Posting accounts** sits below **Where your accounts are set**. The same list is Step 3 of 3 (**Check where your money posts**) when you first connect. You need the Manage account settings permission to change it. Without it you can only read it.

Rows are in four groups: **What you sell**, **Money in**, **Money out** and **Write-offs**. Under each row, a caption says what posts there. Click a row's picker (**Choose an account**) to see only the accounts QuickBooks accepts for that row. If the account you want isn't listed, add it in QuickBooks, then click **Refresh**.

![Open picker on Written-off balances listing Expense accounts, with Bad Debt filled in because it matches the account name](https://support.metafleet.ai/hs-fs/hubfs/knowledge-base/oct-2026/quickbooks-accounts-reference-02-account-picker-1.png?width=1135&height=468&name=quickbooks-accounts-reference-02-account-picker-1.png)

Each row also shows a status: **Filled in**, **Chosen** (you picked it), **Choose one**, **New in QuickBooks** (for a payment method QuickBooks doesn't have yet) or **Not used now**.

> **Changes apply to new postings only.** Invoices already in QuickBooks keep the accounts they were sent with. Click **Save changes** after you change a row.

> **Some rows are hidden.** A row shows only while the thing it serves is turned on under **What syncs**. Payment rows need Payments on. Freight and vendor-tax rows show while Bills & Expenses or Purchase Orders is on. Paid at the counter and Company card need Bills & Expenses. Parts on the shelf, Stock adjustments and Parts used in the shop need Parts on. See [Choose What Syncs with QuickBooks](https://support.metafleet.ai/choose-what-syncs-with-quickbooks?hsLang=en).

### What you sell

These rows are the income side of an invoice. Unless noted, each accepts an **Income** or **Other Income** account in QuickBooks.

| Row | What posts there | Accepts |
| --- | --- | --- |
| **Labor** | Labor on repairs, PM and inspections | Income, Other Income |
| **Parts** | Parts with no QuickBooks item of their own, and parts MetaFleet adds. Part items already in QuickBooks keep their accounts. | Income, Other Income. If your QuickBooks company tracks inventory, only a Sales of Product Income account. |
| One row for each fee | Captioned **From your fee list**. Until you pick one, the row reads **Same as Other charges**. | Income, Other Income |
| **Travel time** | Billed drive time | Income, Other Income |
| **Other charges** | Misc items and one-off surcharges that aren't on your lists | Income, Other Income |
| One row for each surcharge | Captioned **From your surcharges** | Income, Other Income |
| **Card processing fee** | The card surcharge | Income, Other Income |
| **Late fees** | Flat and percentage late fees | Income, Other Income |
| **Interest** | Interest on overdue balances | Income, Other Income |
| **Discounts** | Invoice discounts, and discounts given after the invoice (statement and bulk discounts, credit adjustments) as credit memos | Income, Expense |
| **Sales tax** | Used only while your QuickBooks sales tax mode is **Not set up**. In the other modes, QuickBooks books tax to its tax agency's account. See [How Sales Tax and Exemptions Work with QuickBooks](https://support.metafleet.ai/quickbooks-sales-tax-reference?hsLang=en). | Other Current Liability. Shows **Not used now** unless the mode is **Not set up**. |

A fee or surcharge you remove from its list keeps its row while invoices sent earlier still post through it. Its caption changes to **No longer on your fee list** or **No longer on your surcharges**.

Some rows can also be set per fee or per location. See **Set an account for one fee, rate or location** below.

### Money in

| Row | What posts there | Accepts |
| --- | --- | --- |
| **Unpaid invoices** | Accounts receivable | Accounts Receivable |
| **Payments received** | Where customer payments are deposited, unless their method has its own account. Card refunds come out of here too, because a card refund goes back through Stripe. | Bank, Other Current Asset |
| One row per payment method, under **By payment method** | Payments of that method. The **Deposit to** column reads *same as Payments received* until you give a method its own account. | Bank, Other Current Asset |
| **Refunds paid out** | Refunds you pay back by check, cash or transfer | Bank, Credit Card |

![Money in group with Unpaid invoices, Payments received and the By payment method table starting with Cash and Check](https://support.metafleet.ai/hs-fs/hubfs/knowledge-base/oct-2026/quickbooks-accounts-reference-03-money-in-1.png?width=1135&height=470&name=quickbooks-accounts-reference-03-money-in-1.png)

The payment methods are **Cash**, **Check**, **Credit/Debit Card**, **ACH**, **Wire Transfer**, **EFS**, **T-Chek**, **Comdata Check** and **Other**. Credit card and debit card share one row.

### Money out

| Row | What posts there | Accepts |
| --- | --- | --- |
| **Parts on the shelf** | Inventory asset for stocked parts MetaFleet adds. Part items already in QuickBooks keep their accounts. | Other Current Asset. If your QuickBooks company tracks inventory, only an Inventory account. |
| **Cost of parts** | A stocked part's cost when it's sold, and parts on bills and POs with no QuickBooks item | Cost of Goods Sold, Expense. If your QuickBooks company tracks inventory, only Cost of Goods Sold. |
| **Freight on purchases** | Freight on vendor bills and POs | Cost of Goods Sold, Expense |
| **Sales tax charged by vendors** | Vendor tax on bills and POs. It is a cost, not tax you owe. | Cost of Goods Sold, Expense |
| **Paid at the counter** | Parts paid at receipt by bank, cash or check | Bank, Credit Card |
| **Company card** | Parts paid at receipt with a company card | Credit Card |
| **Stock adjustments** | Counts, and stock received without a PO | Cost of Goods Sold, Expense |
| **Parts used in the shop** | Parts issued for shop use, with no invoice | Cost of Goods Sold, Expense |

![Money out group with Parts on the shelf, Cost of parts, Paid at the counter and Stock adjustments, each with an account](https://support.metafleet.ai/hs-fs/hubfs/knowledge-base/oct-2026/quickbooks-accounts-reference-01-money-out-1.png?width=1151&height=695&name=quickbooks-accounts-reference-01-money-out-1.png)

### Write-offs

| Row | What posts there | Accepts |
| --- | --- | --- |
| **Written-off balances** | Balances written off, as credit memos. A billing error reverses its own lines instead. | Expense |

### How MetaFleet fills the rows

When you first connect, MetaFleet reads your chart of accounts and your items and fills in what it can. Nothing in QuickBooks is created or changed at that point. Under each row, a line tells you why it chose the account, for example **Matches your account name**, **From your QuickBooks item** or **Same as Labor: travel is billed as labor time**. Some rows follow another row until you give them their own account. Check every row before you click **Start syncing** (or **Add N items and start syncing** when MetaFleet will create items for you).

### Post non-taxable lines to a second account

The **Labor** and **Other charges** rows have an optional picker, **Non-taxable lines post to**. Choose an account there and non-taxable lines post to it instead. MetaFleet adds a matching non-taxable item in QuickBooks (named like *Labor (non-taxable)*) when you approve setup. Choose **No second account** to post everything to the row's own account.

### Set an account for one fee, rate or location

The rows above are the defaults. Some things can have an account of their own, set where you edit them. The **Where your accounts are set** block has a button for each place:

- **Fees & Surcharges ›**: the **QuickBooks account** column on **Active Fees** while QuickBooks is connected. It is the same setting as the fee's row above. A fee with no account of its own posts to **Other charges**.
- **Pricing & Rates › Global Rates ›**: the **QuickBooks account** column on each rate.
- **Service Fee ›**: the service fee.
- **Inventory Locations ›**: one account for each location. It must be an inventory account.

The block also links to **Late Fees ›** and **Billing Hub › every invoice ›**.

![Where your accounts are set block with buttons to Fees, Global Rates, Late Fees, Service Fee and Inventory Locations](https://support.metafleet.ai/hs-fs/hubfs/knowledge-base/oct-2026/quickbooks-accounts-reference-04-where-set-1.png?width=1158&height=135&name=quickbooks-accounts-reference-04-where-set-1.png)

### When an account breaks

An account is broken when someone makes it inactive in QuickBooks. A banner on the QuickBooks tab's **Settings** tab names the rows that post to it and how many invoices, payments or bills are waiting. In a fee or surcharge list the account shows a **Broken** badge.

Click **Choose another account**, pick a new one and save. Everything that waited then goes to QuickBooks on its own. The rest keeps syncing in the meantime. Waiting items show under **Needs a home** on the **Review** tab.

### FAQs

**Do my old invoices move if I change an account?**

No. A change applies to new postings only. Invoices already in QuickBooks keep their accounts.

**Why can't I find my account in the picker?**

Each picker lists only the account types QuickBooks accepts for that row. If the account is the wrong type, or new in QuickBooks, add or fix it there, then click **Refresh**.

**Why do I see no payment rows?**

Rows show only for what you turned on under **What syncs**. Payment rows need Payments on. Freight and vendor-tax rows need Bills & Expenses or Purchase Orders. Stock rows need Parts.

**Which account should I use for each row?**

Ask your accountant. MetaFleet only shows which account types each row accepts.

### Related articles

- [Choose Where Your Money Posts in QuickBooks](https://support.metafleet.ai/choose-quickbooks-posting-accounts?hsLang=en)
- [How Parts, Labor and Fees Map to QuickBooks Items](https://support.metafleet.ai/quickbooks-items-reference?hsLang=en)
- [How Payments, Refunds, Credits and Late Fees Map to QuickBooks](https://support.metafleet.ai/quickbooks-payments-reference?hsLang=en)
- [Fix What Needs Attention in QuickBooks](https://support.metafleet.ai/fix-quickbooks-sync-problems?hsLang=en)

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