Does KashFlow have built-in expense management?

Key takeaways

• No full workflow: KashFlow records expenses as purchases, with no documented approvals.
• KashFlow's help centre suggests a per-person Expenses bank account for out-of-pocket costs.
• KashFlow Go adds expenses and receipt images from a phone.
• Vergo codes by inference, texts for receipts and records purchases through the REST API.

Where should you go next?

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

What does KashFlow include for expenses?

• Create Expense: under Purchases, marked paid from a bank account.
• Receipts: attached through a linked Dropbox, or from KashFlow Go.
• Mileage logging in the app.
• Open Banking feeds included in the subscription, with CSV import as a fallback.

How are employee expenses handled?

KashFlow's own guidance is to record an out-of-pocket purchase as normal, paid from a dedicated Expenses bank account for that person, and reimburse by transfer from the main account. It works, but it is bookkeeping, not a claims process: no submission, no approval and no receipt chasing. Company card spend follows the same pattern through the Open Banking feed, where each line is matched to a purchase or turned into one with a code and VAT rate. If no purchase exists yet, the person matching makes the coding call there and then.

Where does that leave work for finance?

• Coding each feed line that has no purchase yet.
• Collecting receipts by email and messages.
• Approvals outside KashFlow.

When is a separate tool worth it?

When a handful of cards is enough to fill an afternoon with matching and chasing. 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 KashFlow's public REST API and records coded card spend as purchases, with the nominal code and VAT rate on each.

How Vergo works alongside KashFlow

KashFlow stays your books. 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.