Does FreeAgent have built-in expense management?

Key takeaways

• Yes: out-of-pocket expenses are recorded per user, with mileage at HMRC rates.
• Smart Capture reads the date and amount and suggests a category, with an Unlimited add-on for more than 10 receipts a month.
• Company credit cards are accounts whose transactions are explained like bank lines.
• Vergo proposes explanations by inference and writes them through FreeAgent's API.

Where should you go next?

• Vergo's FreeAgent integration
• What expense management software integrates with FreeAgent?
• Get started with Vergo

What does FreeAgent include for expenses?

• Out-of-pocket expenses: type, category, amount, project link and attachment.
• Mileage at HMRC rates.
• Smart Capture: receipt reading and matching in the mobile app.
• Credit card accounts: feed, statement upload or manual entry.
• Running balance of what the business owes each user.

How do company card transactions get explained?

Transactions arrive on the credit card account and wait in the unexplained list. Someone with access level 6 or above picks the type, category and VAT rate for each, attaching a receipt if Smart Capture has not already matched one. Paying off the card is explained as a transfer between accounts. For a sole director this takes minutes; for a team, the list grows faster than one person clears it, and the receipts are on other people's phones.

Where does that leave work for finance?

• The unexplained list, every month.
• Smart Capture limits on the included plan.
• Rebilling decisions made after the fact.

When is a separate tool worth it?

When several people hold cards and explaining transactions becomes someone's monthly chore. Vergo proposes the coding by inference from your own accounting structure and history — no rule library to build, no keyword lists to maintain, and new vendors are coded on first sight. Vergo connects directly through FreeAgent's public API, explains each card transaction with its category, VAT rate and project, and records out-of-pocket spend as expenses for the user.

How Vergo works alongside FreeAgent

FreeAgent stays your books and your accountant's view. Employees handle everything by text message — no app to download, no portal login — and Vergo chases missing receipts itself instead of waiting for a report. Card spend, employee reimbursements and AP invoices run through one coding model — same coding, same review, one reconciliation — and payment stays on the rails you already use.