Clio Accounting: Set up Chart of Accounts

Set up chart of accounts/add new accounts

When you set up Clio Accounting for the first time, the setup wizard walks you through building your chart of accounts using one of two methods.

Your first option is to use Clio's pre-built chart of accounts designed for legal professionals. Use this option if you do not already have an existing chart of accounts to bring over. Once set up, you can continue to add or edit accounts at any point int time from your Chart of accounts page and set opening balances to your accounts.

Your second option is to import your chart of accounts from a CSV file. Use this option if you already have a chart of accounts from another bookkeeping tool instead of starting from Clio's default chart of accounts.

Once accounts are added, relevant client and matter data (including hard and soft cost expenses), and invoice and payments data will automatically sync almost instantly from Clio Manage to Clio Accounting.

Use pre-built chart of accounts

This option creates a pre-built chart of accounts after which you have to manually create accounts that are unique to your firm (e.g., debit and credit accounts, trust accounts, etc.).

1. In Clio Accounting, click Get Started.
2. Click Use the pre-built legal chart of accounts.
3. Click Chart of accounts from the left-side navigation panel.
4. Click New account.
5. Complete the required fields:
   • Name: Enter a recognizable name for the account. For example, if this account is for a new credit card under your name that you use for firm finances, you could name it "[Your name's] AMEX Credit Card."

   • Detail type: Select a standard type from the general ledger dropdown list. The list is a default list that cannot be changed. Once the account is saved, you can find it using the general ledger quick filter (i.e. Assets, Liability, Equity, Income, or Expense) in the Chart of accounts tab.

     Note: If this account is used for client- or matter-related expenses or incoming funds (with detail type as Bank - Operating or Bank - Trust), connect it to the corresponding Clio Manage account after you finish creating the account.

6. Complete the optional fields:
   • Code: Enter a unique account identifier code. These codes can make it easier to organize your accounts and identify specific accounts in your chart of accounts, but they are not required and may not be necessary depending on your firm. If you added your accounts with codes in the setup wizard, you would already have determined your coding system. While there is no official standard, if you decide to use a coding system, most accounting softwares use the following:
     • 1000-1999: Assets
     • 2000-2999: Liabilities
     • 3000-3999: Equity
     • 4000-4999: Revenue (income)
     • 5000-5999: Expenses
   • Parent account (only for sub accounts): Depending on the Detail type you selected, you may want to select a parent account for your new account to show expenses at a more detailed level. For example, you may have a parent accounts for "Marketing/Advertising," and under that account have sub accounts for "Promotional," "Marketing software," "Website," etc. to show expenses in more detail. The account you create now will appear as a sub account under that parent account when viewing the account in the Chart of accounts tab.
7. Click Create account.

Once all of your accounts are created, make sure to connect your operating and trust ledger accounts to Clio Manage accounts.

Import your chart of accounts from a CSV file

When you set up Clio Accounting, you can bring in your existing chart of accounts from another bookkeeping tool by uploading a CSV file, as an alternative to using Clio's pre-built legal chart of accounts. This saves you from rebuilding your account structure by hand and keeps your account names, types, and codes consistent with your previous system. Once set up, you can edit individual accounts at any time from your chart of accounts.

Step 1: Prepare and Upload Your CSV File

Prior to getting started in Clio Accounting, export your existing chart of accounts from your current tool as a CSV file.

1. In Clio Accounting, click Get Started.
2. Select Import from CSV.
3. Click View CSV format requirements to open an information panel that provides information on formatting requirements. You can also click Download CSV Template to download a template file with correct headers and a few example rows.

4. Reformat your file locally according to the information and/or template.

   • Account Name (Required): The display name for the account, up to 200 characters.
   • Detail Type (Required): A supported detail type. The format guide lists every supported value.

   Note: Account names within a detail type must be unique. If two rows have the same Account Name and Detail Type, only the first row imports.

   • Account Type (Optional): One of Asset, Liability, Equity, Income, or Expense. If you leave this blank, Clio infers it from the Detail Type. If you fill it in, it needs to agree with the Detail Type.
   • Account Code (Optional): An account number, used to order accounts. Use numbers and dashes only, up to 32 characters.
   • Parent Account (Optional): The Account Name of the parent account. The parent needs to also be a row in the same file. Accounts nest only one level deep (i.e., an account with a parent account cannot itself be a parent account).
5. Once complete, save your file locally.
6. In Clio Accounting, click the upload icon, or drag and drop your CSV file in the upload area. Clio reads your file and prepares the information for your review.

Step 2: Review your chart of accounts

Once Clio has read your file, it produces a summary of the import process along with the Chart of Accounts in table form for you to review. The summary information includes:

• All accounts in chart of accounts: Everything Clio creates, combined.
• Imported via CSV: Accounts from your file.
• Added by Clio: A small set of system accounts Clio Accounting needs to sync transactions with Clio Manage.
• Failed to import: Rows in your file that could not be imported, listed with the reason next to each row. You can refer to troubleshoot failed rows for information on any rows that failed to import.

To review the chart of accounts:

1. Review your accounts and uncheck any you do not want to bring into Clio Accounting. You can always add deselected accounts again at a later point. Accounts under Added by Clio cannot be unchecked.
2. Optional: To fix failed rows, select the Failed to import tile, then correct your local CSV file according to the troubleshooting guidelines and messaging. Resave the file, then in Clio Accounting, click Re-upload CSV to replace the file and reimport your data.
3. Once your review is complete, click Next.

Step 3: Link Clio Manage bank accounts

1. For each Clio Manage bank account listed, use the dropdown to choose an account from your chart of accounts, or select Do not sync this account to leave it unconnected. You can also click Create new account to add an account you have not yet added to Clio Manage.
2. Once every listed bank account has an account assigned, click Next to complete the setup.
3. Select a starting date for your bookkeeping records to begin in Clio Accounting, then click Finish setup.

Troubleshoot Failed Rows