When adding a new client, you can import from QuickBooks, start fresh with Digits, or migrate from other platforms (Xero, Pilot, Excel, Fondo, etc.). You’ll get the best results if you choose your approach before connecting banks or apps.
Category Manager (Chart of Accounts)
Think of Category Manager as your interactive chart of accounts—just smarter. It’s where you can create, edit, and organize every client account.
Option 1: Start Fresh with Digits (Bookkeeping Agent)
Use the Digits Bookkeeping Agent to automatically generate a standardized Chart of Accounts using ✨Digits' AI-powered modeling engine. This is ideal if you're looking to clean up an overbuilt or inconsistent account structure.
You’ll still have full control to edit, remove, or add categories without the manual lift.
Option 2: Migrate from QuickBooks
If your client is coming from QuickBooks, you can import their Chart of Accounts during signup. Digits will automatically create your categories based on that import—so you can get started quickly without rebuilding from scratch.
Option 3: Manually Upload a Custom CoA
For clients migrating from systems like Xero, Puzzle, or other tools, you can upload your own Chart of Accounts using a CSV Import Template.
⚠️ If you plan to use a custom CoA, upload it before connecting any accounts or importing transactions. This ensures ✨Digits AI categorizes transactions using your intended structure from the start.
Manually Importing Categories via CSV During Client Onboarding
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.
Steps to Upload
Click your firm name in the top left corner to open the dropdown.
Select + Add Client.
Choose Start Fresh or Migrate from another platform (e.g., Xero, Puzzle).
Select Manual Upload and click Next.
Complete the company profile and click Next.
Download the CSV template.
Add your data (names, types, and optional details).
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
See Category Manager (Chart of Accounts) for more information on editing and restructuring categories after initial setup.
FAQs
What’s the quickest way to set up a COA?
If your client uses QuickBooks Online, choose Migrate from QuickBooks at signup to import the COA automatically.
Can I start with a clean, standardized COA?
Yes—use Start Fresh with Digits (Bookkeeping Agent) to generate a modern, consistent COA you can edit anytime.
I’m moving from Xero/Pilot/Excel/Fondo—how do I bring my COA?
Choose Manually Upload a Custom COA and use the CSV Import Template to upload your structure.
Should I connect banks before or after setting the COA?
After. Finalize your COA first so Digits AI maps transactions to the right categories from day one.
Can I reuse a firm-standard COA across clients?
Yes. Keep a master CSV and upload it for each new client, or Start Fresh and adjust to your standard.
Can I edit or restructure the COA later?
Yes. Use Category Manager to rename, merge, deactivate, or add categories at any time. See the full article: Category Manager (Chart of Accounts) for more info.