How to Add Items to Your Chart of Accounts

Use this guide when you need to add a new line item to your customer invoices, rate sheets, or driver settlements.

🎥 Video Tutorial 🎥

What is the Chart of Accounts?

The Chart of Accounts is where Axle Flow stores all the items and categories used across your accounting. It has two sections:

Accounts — General categories used internally by Axle Flow for tracking revenue, expenses, and reports.
Items — The specific line items that appear on your customer invoices, rate sheets, and driver pay settlements. This is what you’ll be working with most of the time.

QuickBooks users: If you’re syncing with QuickBooks Online or Desktop, make sure your item names match exactly what you have in QuickBooks — these are the items that get synced.

If something is missing from a rate sheet or driver settlement, this is where you add it.

How to Get There

Open the left side menu and go to Accounting.
In the top menu, click Chart of Accounts.
Select the Items tab.

How to Create a New Item

Click New.
Enter a name for the item (e.g., Detention, Fuel Surcharge, Layover).
Optionally add a description — this will appear on the settlement or invoice by default. Drivers and customers can both see it. You can remove it when creating a specific settlement or invoice if needed.
Select whether it is an Income or Expense account using the dropdown, then choose a category.
Optionally enter a code — this is for internal accounting purposes only, if your team already uses item codes. Leave it blank if not.
Click Submit.

The item is now saved and available to use in any customer invoice, rate sheet, or driver settlement.

What’s Next?

Want to automate your customer rate sheets using these items? → [Click here]
Want to automate driver pay settlements using these items? → [Click here]