> ## Documentation Index
> Fetch the complete documentation index at: https://developers.pleo.io/llms.txt
> Use this file to discover all available pages before exploring further.

# How to Create, Update, and Archive Accounts

export const CreateUpdateArchiveAccountsDiagram = () => {
  const diagram = `
%%{init: {"themeVariables": {"fontSize": "14px"}}}%%
flowchart LR
    S1["1. Create Accounts for New AS Entries"] --> S2["2. Unarchive or Update Existing Accounts"] --> S3["3. Archive Accounts with No Matching AS Entry"]

click S1 "#1-create-accounts-for-new-as-entries"
click S2 "#2-unarchive-or-update-existing-accounts"
click S3 "#3-archive-accounts-with-no-matching-as-entry"

style S1 white-space:normal
style S2 white-space:normal
style S3 white-space:normal
`;
  return <Mermaid chart={diagram} />;
};

export const CoASyncWorkflowDiagramTopNav = ({highlight}) => {
  const highlightStyle = highlight ? `style ${highlight} stroke:#f63b92,stroke-width:3px` : "";
  const diagram = `
%%{init: {"themeVariables": {"fontSize": "14px"}}}%%
flowchart LR

subgraph AS["Accounting System"]
    source["Chart of Accounts"]
end

subgraph Pleo["Pleo APIs"]
    A["1. Fetch and Match Accounts"]
    B["2. Create, Update, and Archive Accounts"]
    A --> B
end

source --> A

click A "/docs/current/how-tos/accounting-integrations/imports/accounts/how-to-sync-accounts"
click B "/docs/current/how-tos/accounting-integrations/imports/accounts/how-to-create-update-archive-accounts"

style A white-space:normal
style B white-space:normal
style source white-space:normal

style AS fill:none,stroke:#000000
style Pleo fill:none,stroke:#000000

${highlightStyle}
`;
  return <Mermaid chart={diagram} />;
};

export const WhatComesNext = ({children, href}) => <div className="mt-4">
    <a href={href} className="
        inline-flex items-center justify-center
        rounded-full
        bg-black text-white dark:bg-[#1f262b]
        px-5 py-2.5 text-sm font-medium
        no-underline border-0
        hover:bg-[#ffe6ea] dark:hover:bg-[#2b1f23]
        hover:text-black
        transition-colors
      ">
      {children} →
    </a>
  </div>;

export const NoteCallout = ({title, children, icon = "💡"}) => <div style={{
  backgroundColor: 'var(--recommended-bg)',
  borderLeft: '4px solid #3beaf6',
  borderRadius: '10px',
  padding: '18px 22px',
  marginBottom: '20px',
  boxShadow: '1px 1px 3px rgba(0,0,0,0.06)'
}}>
    <div style={{
  display: 'flex',
  alignItems: 'flex-start',
  gap: '14px'
}}>
      <span style={{
  fontSize: '22px',
  lineHeight: '1',
  flexShrink: 0
}}>
        {icon}
      </span>
      <div>
        {title && <div style={{
  fontSize: '16px',
  fontWeight: 600,
  color: 'var(--recommended-title)',
  marginBottom: '6px'
}}>
            {title}
          </div>}
        <div style={{
  fontSize: '14px',
  lineHeight: 1.65
}}>
          {children}
        </div>
      </div>
    </div>
  </div>;

export const RememberCallout = ({title, children, icon = "🪢"}) => <div style={{
  backgroundColor: 'var(--recommended-bg)',
  borderLeft: '4px solid #f63b92',
  borderRadius: '10px',
  padding: '18px 22px',
  marginBottom: '20px',
  boxShadow: '1px 1px 3px rgba(0,0,0,0.06)'
}}>
    <div style={{
  display: 'flex',
  alignItems: 'flex-start',
  gap: '14px'
}}>
      <span style={{
  fontSize: '22px',
  lineHeight: '1',
  flexShrink: 0
}}>
        {icon}
      </span>
      <div>
        {title && <div style={{
  fontSize: '16px',
  fontWeight: 600,
  color: 'var(--recommended-title)',
  marginBottom: '6px'
}}>
            {title}
          </div>}
        <div style={{
  fontSize: '14px',
  lineHeight: 1.65
}}>
          {children}
        </div>
      </div>
    </div>
  </div>;

<CoASyncWorkflowDiagramTopNav highlight="B" />

<div style={{ border: "2px solid #f63b92", borderRadius: "8px", padding: "16px", backgroundColor: "transparent" }}>
  <CreateUpdateArchiveAccountsDiagram />
</div>

This how-to covers the write operations for Chart of Accounts Sync: creating new Accounts, updating or unarchiving existing Accounts, and archiving Accounts that are no longer active in the Accounting System.

Run this after [How to Sync Accounts](/docs/current/how-tos/accounting-integrations/imports/accounts/how-to-sync-accounts), which covers fetching and matching accounts from both systems.

## Prerequisites

Before you begin:

* You have completed [How to Sync Accounts](/docs/current/how-tos/accounting-integrations/imports/accounts/how-to-sync-accounts) and determined what action is needed for each account
* Your integration is authenticated using one of the [supported authentication methods](/docs/current/integration-design/auth/integration-design-auth-overview#authentication-policy-overview)
* Your integration can call Pleo's Chart of Accounts API endpoints

## Scenario

This how-to continues from the [How to Sync Accounts](/docs/current/how-tos/accounting-integrations/imports/accounts/how-to-sync-accounts) scenario. After matching, the following actions are required:

| AS Account             | Pleo Account           | Action    |
| ---------------------- | ---------------------- | --------- |
| 1000 - Office Supplies | 1000 - Office Supplies | No action |
| 2000 - Travel          | 2000 - Travel          | Unarchive |
| 3000 - Software        | —                      | Create    |
| 4000 - Marketing       | 4000 - Advertising     | Update    |
| —                      | 5000 - Entertainment   | Archive   |

The diagram below shows where these operations fit in the full reconciliation loop.

```mermaid theme={null}
%%{init: {"themeVariables": {"fontSize": "12px"}}}%%
flowchart TD
    A[Fetch active Accounts from AS] --> B[Fetch active and archived Accounts from Pleo]
    B --> C[Match each AS Account to Pleo Account by externalId]
    C -->|Found, active, match| D[Preserve]
    C -->|Found, active, differs| E[Update name / code]
    C -->|Found, archived| F[Unarchive and update if needed]
    C -->|Not found| G[Create new Account]
    D --> H[Next account]
    E --> H
    F --> H
    G --> H
    H --> I{More accounts?}
    I -->|Yes| C
    I -->|No| J[Archive unmatched active Pleo Accounts]
    J --> K[Sync Complete]

    style A white-space:normal
    style B white-space:normal
    style C white-space:normal
    style D white-space:normal
    style E white-space:normal
    style F white-space:normal
    style G white-space:normal
    style H white-space:normal
    style I white-space:normal
    style J white-space:normal
    style K white-space:normal
```

## Steps

### 1. Create Accounts for New AS Entries

**API Endpoint**: POST [`/v1/chart-of-accounts`](/reference/accounts/create-a-new-account)

If an AS account has no matching Pleo Account, create a new Account.

**Example Pseudo:**

```pseudo theme={null}
if matchedAccount is null:
    newAccount.externalId = account.externalId
    newAccount.code       = account.code
    newAccount.name       = account.name
    newAccount.archived   = false
    POST newAccount to Pleo
```

#### Example Request

<Tabs>
  <Tab title="OAuth 2.0">
    ```bash theme={null}
    curl -X POST "https://external.staging.pleo.io/v1/chart-of-accounts" \
      -H "Authorization: Bearer <access_token>" \
      -H "Content-Type: application/json" \
      -d '{
            "companyId": "12abc3d4-e567-890e-1234-abc56e78fabc",
            "externalId": "ext-3000",
            "code": "3000",
            "name": "Software",
            "archived": false
          }'
    ```
  </Tab>

  <Tab title="API Key">
    ```bash theme={null}
    curl --request POST \
      -u "pls_1ab2cd3e4f5g6h7a89b012c34de56f78_gabc90:" \
      -H "Accept: application/json;charset=UTF-8" \
      -H "Content-Type: application/json" \
      "https://external.staging.pleo.io/v1/chart-of-accounts" \
      -d '{
            "companyId": "12abc3d4-e567-890e-1234-abc56e78fabc",
            "externalId": "ext-3000",
            "code": "3000",
            "name": "Software",
            "archived": false
          }' \
    | jq
    ```
  </Tab>
</Tabs>

#### Example Response

```json theme={null}
{
  "data": {
    "id": "e5f6g7h8-i901-234i-5678-efg90i12defg",
    "companyId": "12abc3d4-e567-890e-1234-abc56e78fabc",
    "externalId": "ext-3000",
    "code": "3000",
    "name": "Software",
    "archived": false
  }
}
```

#### What it looks like in Pleo Web App

<div style={{ textAlign: "center" }}>
  <img src="https://mintcdn.com/pleo-61d4d38b/VP2WvZ7pPDGk7Esn/images/current/accounting-integrations/imports/chart-of-accounts/ui-chart-of-accounts-tab-active-software-added.png?fit=max&auto=format&n=VP2WvZ7pPDGk7Esn&q=85&s=11fb2a4706f940b87acae8d483ce117e" alt="Active Accounts with Software created" width="100%" style={{ display: "block", margin: "0 auto" }} data-path="images/current/accounting-integrations/imports/chart-of-accounts/ui-chart-of-accounts-tab-active-software-added.png" />
</div>

<br />

<NoteCallout>
  If you have a large number of accounts to create, you can send up to 1000 in a single request using the batch endpoint. See [How to Create Multiple Accounts in a Single Request](/docs/current/how-tos/accounting-integrations/imports/accounts/how-to-batch-create-accounts).
</NoteCallout>

***

### 2. Unarchive or Update Existing Accounts

**API Endpoint**: PUT [`/v1/chart-of-accounts/{accountId}`](/reference/accounts/update-an-account)

If a matching Account is found:

* **AS account is active, Pleo Account is archived:** Unarchive by setting `archived: false` and update name and code if they differ.
* **AS account is active, Pleo Account name or code differs:** Update the Account to match the AS.
* **AS account is active, Pleo Account name and code match:** No action required.

**Example Pseudo:**

```pseudo theme={null}
if matchedAccount.archived == true:
    matchedAccount.archived = false
    matchedAccount.name     = account.name
    matchedAccount.code     = account.code
    PUT matchedAccount to Pleo

else if matchedAccount.name != account.name or matchedAccount.code != account.code:
    matchedAccount.name = account.name
    matchedAccount.code = account.code
    PUT matchedAccount to Pleo
```

### Unarchive

#### Example Request

The "2000 - Travel" Account is unarchived in this example.

<Tabs>
  <Tab title="OAuth 2.0">
    ```bash theme={null}
    curl -X PUT "https://external.staging.pleo.io/v1/chart-of-accounts/d8371c2d-3f62-47df-a8d6-6a3ba6387e00" \
      -H "Authorization: Bearer <access_token>" \
      -H "Content-Type: application/json" \
      -d '{
            "externalId": "ext-2000",
            "code": "2000",
            "name": "Travel",
            "archived": false
          }'
    ```
  </Tab>

  <Tab title="API Key">
    ```bash theme={null}
    curl --request PUT \
      -u "pls_1ab2cd3e4f5g6h7a89b012c34de56f78_gabc90:" \
      -H "Accept: application/json;charset=UTF-8" \
      -H "Content-Type: application/json" \
      "https://external.staging.pleo.io/v1/chart-of-accounts/d8371c2d-3f62-47df-a8d6-6a3ba6387e00" \
      -d '{
            "externalId": "ext-2000",
            "code": "2000",
            "name": "Travel",
            "archived": false
          }' \
    | jq
    ```
  </Tab>
</Tabs>

#### Example Response

```json theme={null}
{
  "data": {
    "id": "d8371c2d-3f62-47df-a8d6-6a3ba6387e00",
    "companyId": "12abc3d4-e567-890e-1234-abc56e78fabc",
    "externalId": "ext-2000",
    "code": "2000",
    "name": "Travel",
    "archived": false
  }
}
```

#### What it looks like in Pleo Web App

<div style={{ textAlign: "center" }}>
  <img src="https://mintcdn.com/pleo-61d4d38b/VP2WvZ7pPDGk7Esn/images/current/accounting-integrations/imports/chart-of-accounts/ui-chart-of-accounts-tab-active-travel-unarchived.png?fit=max&auto=format&n=VP2WvZ7pPDGk7Esn&q=85&s=2215a008ed17747e76b3b818112776ff" alt="Active Accounts with Travel unarachived" width="100%" style={{ display: "block", margin: "0 auto" }} data-path="images/current/accounting-integrations/imports/chart-of-accounts/ui-chart-of-accounts-tab-active-travel-unarchived.png" />
</div>

<br />

<div style={{ textAlign: "center" }}>
  <img src="https://mintcdn.com/pleo-61d4d38b/VP2WvZ7pPDGk7Esn/images/current/accounting-integrations/imports/chart-of-accounts/ui-chart-of-accounts-tab-archived-empty.png?fit=max&auto=format&n=VP2WvZ7pPDGk7Esn&q=85&s=d2e108eee3cf4450a1abdaff34b2a85f" alt="Archived Accounts Empty" width="100%" style={{ display: "block", margin: "0 auto" }} data-path="images/current/accounting-integrations/imports/chart-of-accounts/ui-chart-of-accounts-tab-archived-empty.png" />
</div>

### Update

#### Example Request

The "4000 - Advertising" Account is renamed to "4000 - Marketing" to match the AS in this example.

<Tabs>
  <Tab title="OAuth 2.0">
    ```bash theme={null}
    curl -X PUT "https://external.staging.pleo.io/v1/chart-of-accounts/a470bfbe-8046-4b43-a4d9-4f5796acdd93" \
      -H "Authorization: Bearer <access_token>" \
      -H "Content-Type: application/json" \
      -d '{
            "externalId": "ext-4000",
            "code": "4000",
            "name": "Marketing",
            "archived": false
          }'
    ```
  </Tab>

  <Tab title="API Key">
    ```bash theme={null}
    curl --request PUT \
      -u "pls_1ab2cd3e4f5g6h7a89b012c34de56f78_gabc90:" \
      -H "Accept: application/json;charset=UTF-8" \
      -H "Content-Type: application/json" \
      "https://external.staging.pleo.io/v1/chart-of-accounts/a470bfbe-8046-4b43-a4d9-4f5796acdd93" \
      -d '{
            "externalId": "ext-4000",
            "code": "4000",
            "name": "Marketing",
            "archived": false
          }' \
    | jq
    ```
  </Tab>
</Tabs>

#### Example Response

```json theme={null}
{
  "data": {
    "id": "a470bfbe-8046-4b43-a4d9-4f5796acdd93",
    "companyId": "12abc3d4-e567-890e-1234-abc56e78fabc",
    "externalId": "ext-4000",
    "code": "4000",
    "name": "Marketing",
    "archived": false
  }
}
```

#### What it looks like in Pleo Web App

Before update:

<div style={{ textAlign: "center" }}>
  <img src="https://mintcdn.com/pleo-61d4d38b/VP2WvZ7pPDGk7Esn/images/current/accounting-integrations/imports/chart-of-accounts/ui-chart-of-accounts-tab-active-travel-unarchived.png?fit=max&auto=format&n=VP2WvZ7pPDGk7Esn&q=85&s=2215a008ed17747e76b3b818112776ff" alt="Active Accounts showing 4000 - Advertising" width="100%" style={{ display: "block", margin: "0 auto" }} data-path="images/current/accounting-integrations/imports/chart-of-accounts/ui-chart-of-accounts-tab-active-travel-unarchived.png" />
</div>

<br />

After Update:

<div style={{ textAlign: "center" }}>
  <img src="https://mintcdn.com/pleo-61d4d38b/VP2WvZ7pPDGk7Esn/images/current/accounting-integrations/imports/chart-of-accounts/ui-chart-of-accounts-tab-active-advertising-renamed-to-marketing.png?fit=max&auto=format&n=VP2WvZ7pPDGk7Esn&q=85&s=f26c1620a0888f9ee2f2564d071bd868" alt="Active Accounts showing 4000 - Marketing" width="100%" style={{ display: "block", margin: "0 auto" }} data-path="images/current/accounting-integrations/imports/chart-of-accounts/ui-chart-of-accounts-tab-active-advertising-renamed-to-marketing.png" />
</div>

***

### 3. Archive Accounts with No Matching AS Entry

**API Endpoint**: PUT [`/v1/chart-of-accounts/{accountId}`](/reference/accounts/update-an-account)

If a Pleo Account is active but its corresponding AS account is no longer active (or does not exist), archive the Account.

Do not delete Accounts. Archiving is non-destructive and reversible.

**Example Pseudo:**

```pseudo theme={null}
activeASExternalIds = activeASAccounts.map(a => a.externalId)

for account in pleoAccounts where archived == false:
    if account.externalId not in activeASExternalIds:
        account.archived = true
        PUT account to Pleo
```

#### Example Request

<Tabs>
  <Tab title="OAuth 2.0">
    ```bash theme={null}
    curl -X PUT "https://external.staging.pleo.io/v1/chart-of-accounts/7ea2006f-180e-4c52-a2bb-562d3a62fd48" \
      -H "Authorization: Bearer <access_token>" \
      -H "Content-Type: application/json" \
      -d '{
            "externalId": "5000",
            "code": "5000",
            "name": "Entertainment",
            "archived": true
          }'
    ```
  </Tab>

  <Tab title="API Key">
    ```bash theme={null}
    curl --request PUT \
      -u "pls_1ab2cd3e4f5g6h7a89b012c34de56f78_gabc90:" \
      -H "Accept: application/json;charset=UTF-8" \
      -H "Content-Type: application/json" \
      "https://external.staging.pleo.io/v1/chart-of-accounts/7ea2006f-180e-4c52-a2bb-562d3a62fd48" \
      -d '{
            "externalId": "5000",
            "code": "5000",
            "name": "Entertainment",
            "archived": true
          }' \
    | jq
    ```
  </Tab>
</Tabs>

<RememberCallout title="Remember">
  As this is a PUT action, include the current values for all fields; only `archived` should change.
</RememberCallout>

#### Example Response

```json theme={null}
{
  "data": {
    "id": "7ea2006f-180e-4c52-a2bb-562d3a62fd48",
    "companyId": "12abc3d4-e567-890e-1234-abc56e78fabc",
    "externalId": "5000",
    "code": "5000",
    "name": "Entertainment",
    "archived": true
  }
}
```

#### What it looks like in Pleo Web App

<div style={{ textAlign: "center" }}>
  <img src="https://mintcdn.com/pleo-61d4d38b/VP2WvZ7pPDGk7Esn/images/current/accounting-integrations/imports/chart-of-accounts/ui-chart-of-accounts-tab-active-no-match-entertainment.png?fit=max&auto=format&n=VP2WvZ7pPDGk7Esn&q=85&s=ce3df63cb248b56874e175c4f78023c5" alt="Archive Accounts showing that Entertainment is not longer part of the list" width="100%" style={{ display: "block", margin: "0 auto" }} data-path="images/current/accounting-integrations/imports/chart-of-accounts/ui-chart-of-accounts-tab-active-no-match-entertainment.png" />
</div>

<br />

<div style={{ textAlign: "center" }}>
  <img src="https://mintcdn.com/pleo-61d4d38b/VP2WvZ7pPDGk7Esn/images/current/accounting-integrations/imports/chart-of-accounts/ui-chart-of-accounts-tab-archived-entertainment.png?fit=max&auto=format&n=VP2WvZ7pPDGk7Esn&q=85&s=21d8c9316610b633f664947372f9de1c" alt="Archive Accounts showing that Entertainment was archived" width="100%" style={{ display: "block", margin: "0 auto" }} data-path="images/current/accounting-integrations/imports/chart-of-accounts/ui-chart-of-accounts-tab-archived-entertainment.png" />
</div>

***

## Result

The table below recaps what happened to each Account across all steps.

| Account                | AS Status | Pleo State Before     | Action     | Final Pleo State |
| ---------------------- | --------- | --------------------- | ---------- | ---------------- |
| 1000 - Office Supplies | Active    | Active, matches       | No action  | Active           |
| 2000 - Travel          | Active    | Archived              | Unarchived | Active           |
| 3000 - Software        | Active    | Does not exist        | Created    | Active           |
| 4000 - Marketing       | Active    | Active, name differed | Updated    | Active           |
| 5000 - Entertainment   | Not in AS | Active                | Archived   | Archived         |

Pleo now reflects the current Chart of Accounts from the AS.

| Account                | Final State in Pleo | In AS? | Aligned? |
| ---------------------- | ------------------- | ------ | :------: |
| 1000 - Office Supplies | Active              | Yes    |   ✓ Yes  |
| 2000 - Travel          | Active              | Yes    |   ✓ Yes  |
| 3000 - Software        | Active              | Yes    |   ✓ Yes  |
| 4000 - Marketing       | Active              | Yes    |   ✓ Yes  |
| 5000 - Entertainment   | Archived            | No     |   ✓ Yes  |

***

## What Comes Next?

<WhatComesNext href="/docs/current/guides/accounting-integrations/imports/accounts-sync-workflow-guide">
  Chart of Accounts Sync Workflow Guide
</WhatComesNext>

***

<div className="text-xs uppercase" style={{ fontVariant: 'small-caps' }}>
  this how-to is part of:
</div>

<div className="mt-4 flex flex-wrap gap-2">
  <a
    href="/docs/current/guides/accounting-integrations/imports/accounts-sync-workflow-guide"
    className="inline-flex items-center rounded-full border border-gray-300 dark:border-gray-600
px-3 py-1 text-xs font-medium
bg-white dark:bg-[#1f262b] text-black dark:text-white
hover:bg-gray-100 dark:hover:bg-[#2b2f33]
transition-colors"
  >
    Chart of Accounts Sync Workflow Guide
  </a>
</div>

***

## Related Reading

* [How to Sync Accounts](/docs/current/how-tos/accounting-integrations/imports/accounts/how-to-sync-accounts)
* [Sync Accounts Integration Design](/docs/current/integration-design/accounting-integrations/imports/accounts/integration-design-accounts-sync)
* [Data Mapping](/docs/current/integration-design/accounting-integrations/imports/accounts/integration-design-accounts-data-mapping)
* [Platform Capabilities: Chart of Accounts Sync](/docs/current/platform/accounting-integrations/imports/accounts/accounts-sync-overview)

***