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Category Manager (Chart of Accounts)

Category Manager is where you set up and organize the different categories your business uses to track income, expenses, assets, and more. It functions as your chart of accounts—think of it like a smart filing system for your finances, whether you're a seasoned bookkeeper or just getting started.


Getting Started: Choosing Your Chart of Accounts Strategy

Option 1: Start Fresh with Digits (Bookkeeping Agent) 

Let the Digits Bookkeeping Agent create a smart, standardized Chart of Accounts for you. This is perfect if you're starting clean or want to simplify a messy setup.

You can still edit, add, or remove categories any time—no need to manage it all manually.

Option 2: Import from QuickBooks

If you’re coming from QuickBooks, Digits will automatically import your existing Chart of Accounts during setup. No rework needed—just pick up where you left off.

Option 3: Upload Your Own Chart of Accounts

If you’ve used a different system like Xero, Puzzle, or others, you can upload your own Chart of Accounts using a CSV Import Template.

⚠️ If you plan to use a custom Chart of Accounts, upload it before connecting any accounts or importing transactions. This ensures ✨Digits AI categorizes transactions using your intended structure from the start.


Uploading Your Chart of Accounts (COA) to Digits

The CSV upload to Import Categories is only for importing your Chart of Accounts (also known as the Category Manager in Digits). It does not support uploading opening balances or transactions.

To record opening balances, create or upload journal entries directly from the Ledger.

You can upload your Chart of Accounts (COA) during business setup—whether you're signing up for the first time or adding a second business.

If you're new to Digits:

  1. Start from the right place:

  • If you’re new to Digits: Go to digits.com/join

  • If you’re adding another business: Click your business name in the top-left corner and select + Add Business

  1. Choose Start Fresh or Migrate from another platform (e.g., Xero, Puzzle).

  2. Select Manual Upload and click Next.

  1. Fill out your business profile, then click Next.

  1. Download the CSV template.

  1. Add your data (names, types, and optional details).

  2. Upload your completed CSV template, click Next, review the preview, then hit Submit.

⚠️ Important Notes on CSV Upload

Template format required: All uploads must follow the Digits template, including required fields:

  • Category name

  • Category type

  • Status (optional, assumed active if not entered)

  • Category number (optional)

Formatting tips:

  • Expand Row 2 in the template for detailed instructions.

  • Remove all blank lines before uploading.

Parent/child accounts:

  • Ensure parent categories are added as a separate row in the CSV file or already exist in your chart of accounts in Digits (i.e., if this is not a first-time category upload) and are correctly named.

  • Ensure to leave this field blank if the parent is one of the following top-level categories: Assets, Liabilities, Equity, Revenue, Cost of Revenue, Operating Expenses, Other Income, Other Expenses

Avoid duplicates: Don’t re-import categories that Digits already creates by default:

10000 – Assets

20000 – Liabilities

30000 – Equity

40000 – Revenue

50000 – Cost of Revenue

60000 – Operating Expenses

80000 – Other Income

90000 – Other Expenses


How to Access Category Manager

  1. From the client’s home dashboard, click Accounting in the left nav menu, then Category Manager. 


Bulk Importing Categories

If you’re just getting started, it’s usually faster to import your categories during signup. But you can use bulk import anytime from inside Digits.

When to use this:

  • You’re cleaning up or reorganizing your categories

  • You’ve been using Digits for a while and want to make bulk updates

  • You want to add a lot of categories without doing it one by one

How to:

  1. Go to Category Manager.

  2. Click the arrow next to + New Category, then select Import Categories.

  3. Download the CSV template.

  4. Fill in your category names, types, and (if needed) parent categories.

  5. Upload your completed CSV, then click Next.

  6. Review the import preview to make sure everything looks right.

  7. Click Submit to finish.


Creating a New Category

  1. Click + New Category in the top right corner.

  2. Fill in the details:

    • Name

    • Parent Category (e.g., Assets, Revenue)

    • Subtype 

    • Icon (optional)

    • Category Number (optional)

    • Description (optional)

  3. Click Create.


Editing or Deactivating a Category

To make changes:

Hover over any category and click the Edit icon.

  • Rename the category

  • Update the parent

  • Change the icon or number

  • Update the description

  • Deactivate the category if it's no longer needed

Can I deactivate a category that’s linked to a bank connection?
If your account is connected to a data source (like a bank or payment platform), and that category is in use, you’ll first need to remap the connection to another active category. Once it's no longer in use, you’ll be able to deactivate it.

Can I change a category’s subtype?

Yes, but subtypes usually follow the parent category. If you want a different subtype, update the parent’s subtype first—this will automatically update the child’s subtype as well.


Adding Child Accounts

Want to organize categories into subcategories?

  1. Hover over the parent account.

  2. Click the Add Child icon.

You can create multiple layers—perfect for tracking things in more detail.


Viewing Connections

If a category is linked to a connected account (like your bank, credit card, or another tool), you’ll see a connection icon next to it.


Click the icon → view details → click Connections to jump to the main connection page.

You can also filter categories by Connections to quickly review your Connect-to-category mappings.


Need help organizing your chart of accounts or fixing an import? Contact Digits Support—we’ll help you get it sorted.

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