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Point invoice lines at a sales account
Tell each invoice line which account in your accounting system its revenue should post to, imported straight from Xero, MYOB or QuickBooks, with sensible defaults when you don't pick one.
What you'll achieve
Set which sales account an invoice line posts revenue to, at the project level and the line level, using accounts imported from your connected accounting system.
You'll end up with: Invoice lines posting to the right sales account by default, with a project-level fallback and a per-line override available whenever a line needs to land somewhere specific.
Before you start
Accounts come from your accounting system, not from Monument
A sales account is one of your own chart of accounts, Xero calls it a revenue or sales account, MYOB calls it an income account, QuickBooks doesn't expose a chart of accounts on invoice lines at all, so Monument shows you its Products and Services items instead, each one already tied to an income account on QuickBooks' side. Whichever system you're on, you can't type a new one into Monument. Accounts and items are imported from your connection, kept in step by refreshing, and picked from a list, never created by hand.
That's deliberate: a sales account has to exist in your books before anything can post to it, so there's nothing sensible for a manually created one to do.
Import your accounts
- 1
Open Settings and go to the Integrations tab, then find the Sales accounts card.
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If more than one accounting connection exists, pick the one you want from the dropdown at the top, each option is labelled by provider and by office, or Organization-wide.
- 3
Click Refresh from provider. Monument pulls the current list, revenue accounts from Xero, income accounts from MYOB, or Products and Services items from QuickBooks, each shown alongside its income account.
Refresh again any time your chart of accounts changes on the provider's side. Accounts that no longer exist there are archived automatically rather than deleted, so anything already posted to one keeps its history.
If an account reappears in a later refresh after being archived, Monument un-archives it on its own. You can also archive or restore one yourself from its row, useful for retiring an account you don't want offered even though it still exists upstream.
Set a project's default
- 1
Open the project and go to its Info tab, then click Edit.
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Find Default sales account and pick the account new lines on this project should post to.
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Save.
Leave it on Connection default and lines on this project fall through to whatever's set as the default sales account on the accounting connection itself, under that connection's own configuration in Settings.
Pick a sales account on one line
- 1
Open an invoice and click into a line to open its sidebar.
- 2
Find the Sales account field and search for the account this particular line should post to.
The field shows Project default until you've picked something for that line specifically, and Connection default is always available as an explicit option if you want a line to bypass both the project default and any account you'd otherwise pick.
What happens when nothing is picked
Nothing is required at any level. A line with no pick of its own falls through to its project's default, which falls through to the connection's own default sales account, set once under the connection's configuration in Settings. Only if none of those three is set does the line sync without an account at all, letting your accounting system apply whatever it would normally use.
Offices with more than one connection
Once a firm has more than one office, each with its own accounting connection, a project's sales accounts follow whichever connection its office actually uses. The line and project pickers only ever show accounts from that one connection, an account imported for a different office's books simply isn't offered. See Run multiple offices in one workspace for how a project ends up assigned to an office in the first place.
Reassign a project to an office on a different connection and an account already picked on one of its lines might no longer belong there. Monument won't silently swap it out, the line keeps showing that account, flagged as belonging to another connection, until someone picks a replacement.
Troubleshooting
- The Sales account field isn't showing on a line. It only appears once an accounting connection is resolved for the invoice, through its project's office or the organisation-wide connection. No connection means nothing to pick from.
- An account is missing from the picker. Refresh from provider on the Sales accounts card, new or renamed accounts only show up in Monument after a refresh pulls them in.
- A line shows an account marked as unavailable. Either it's been archived on the provider's side since it was picked, or the project's office now resolves to a different connection than the one that account belongs to. Pick a replacement from the current list.
Where this fits next
Sales accounts are one half of what a line posts to your books, Set tax codes on invoice lines covers the other. Both feed Sync billing to your accounting system, which is where either one actually reaches Xero, QuickBooks or MYOB.