How to automate expense management in Fortnox

Key takeaways

• Fortnox's Kvitto & Utlägg reads receipts photographed in the Fortnox App and fills in date, amount and VAT.
• Company purchases go to Bokföring as proposed entries; private expenses go to Fortnox Lön.
• Cost centre and project can be added when they are activated in your Fortnox company.
• Vergo codes cards from any bank by inference and records vouchers through the Fortnox API.

Where should you go next?

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

How do you automate expense management in Fortnox, step by step?

1. Connect Fortnox. Vergo connects directly through the public Fortnox API and records coded card spend as vouchers, with account, VAT, cost centre and project. Connection is self-serve.
2. Connect your existing cards. Connecting your existing cards involves no card applications, no re-issuing and no banking change, whichever Swedish or international bank issued them.
3. Collect receipts by text. 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.
4. Code the voucher. Vergo proposes konto, VAT, kostnadsställe and projekt for each receipt line.
5. Record in Fortnox. The confirmed voucher lands in Fortnox, ready to match against the bank statement.

What does a Fortnox voucher need?

• Konto: the account in the chart.
• Moms: the VAT treatment.
• Kostnadsställe: the cost centre, where activated.
• Projekt: the project, where activated; an account can suggest a default.

Where does Fortnox stop and automation start?

Fortnox automates a lot inside its own world: the Företagskort, receipt reading in the app and automatic matching of bank lines from the major Swedish banks. The coding decision on a new supplier, or on a receipt with two kinds of purchase, still falls to whoever handles the proposed entry. Vergo reads the receipt itself, line by line, and predicts the coding from what was actually bought — the account, VAT, cost centre and project — not just the vendor name on the header.

A practical example

A Stockholm architecture practice on Fortnox keeps its existing bank cards. A project architect buys printing for a client presentation and coffee for the meeting on one card. Once the receipt arrives by text, Vergo proposes the printing to the client project with its cost centre at the standard VAT rate, and the coffee to representation, as earlier client meetings were coded. The office manager confirms and the voucher is recorded in Fortnox.

How Vergo handles this

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. In Fortnox, that includes the project defaults and cost centres your bookkeeper actually used, not only the ones set on the account. Every coding shows why it was chosen, so a reviewer confirms in seconds instead of re-coding by hand. Approval workflows are optional and fit how you already control spend: route by GL account or by amount — or skip approval flows entirely and let policy flags catch only what breaks a rule.