Key takeaways
- QuickFile captures receipts through the Receipt Hub and matches them to purchases or bank lines.
- Bank feeds connect to UK banks, and transactions are tagged to nominal codes.
- Mileage is logged as a purchase to an expenses supplier; there is no claims approval flow.
- Vergo adds receipt collection from cardholders by text and nominal coding by inference.
Where should you go next?
- Vergo's QuickFile integration
- What expense management software integrates with QuickFile?
- Get started with Vergo
What does QuickFile include for expenses?
- Receipt Hub: receipts from the mobile app, email forwarding, Dropbox or upload.
- Bank feeds: with UK banks, including Open Banking connections.
- Tagging suggestions: Bank Tagging Insights on the Power User subscription.
- AI Receipt Analyser: pre-fills receipt details.
- Mileage: recorded as a purchase and repaid through the director's loan or drawings account.
What is missing for a business with staff cards?
- Claims and approvals: QuickFile does not describe an approval workflow for staff expenses.
- Receipt collection: the Receipt Hub waits for receipts to be sent.
- Card-level detail: card spend arrives as bank lines to tag.
When is a separate tool worth it?
When more than the director spends on company cards and the VAT quarter starts with a hunt for receipts. 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 QuickFile's public API and records each coded card purchase in QuickFile against the right nominal code.
How Vergo works alongside QuickFile
QuickFile stays your books, bank feed and VAT return. Vergo handles staff card spend and out-of-pocket claims before they reach the ledger. 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. Supplier invoices can go through the same review, and payment stays on the rails you already use.
A practical example
A director of a small events company on QuickFile has handed cards to two coordinators. Their receipts used to arrive in a batch at quarter end, some missing. With Vergo, each coordinator gets a text after paying and replies with a photo; the director sees a proposed nominal code and VAT rate for each purchase and confirms them weekly.
Frequently Asked Questions
Can staff submit expense claims in QuickFile?
QuickFile does not describe a staff claims and approval workflow. Its guidance records mileage and out-of-pocket costs as purchases.
Does QuickFile read receipts?
The AI Receipt Analyser pre-fills receipt details. Vergo reads each receipt line by line to propose the nominal code.
How does Vergo write to QuickFile?
Through QuickFile's public API, as purchases with receipts.
Do we need to change cards?
No. Connecting your existing cards involves no card applications, no re-issuing and no banking change.
