How to automate expense management in Holded

Key takeaways

• Holded is a cloud ERP for freelancers and small businesses, owned by Visma and focused on Spain.
• Its Expenses section scans receipts and invoices, and every purchase posts a journal entry automatically.
• Purchases carry an account per line, a project and tags.
• Vergo proposes that coding by inference and records purchase invoices through the Holded API.

Where should you go next?

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

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

1. Connect Holded. Vergo connects through the public Holded API and reads your accounts.
2. Link the cards you already hold. Connecting your existing cards involves no card applications, no re-issuing and no banking change.
3. 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. Confirm account, project and tags. Vergo proposes each from how similar purchases were coded.
5. Record the purchase. Vergo records the purchase invoice, and the payment where needed, through the API.

What does Holded need on each purchase?

• Account on each line.
• Project, where you track profitability by project.
• Tags for your own reporting.
• Document type: purchase invoice or simplified invoice.

Where does Holded stop and automation start?

Holded's scanner reads the document once it is uploaded, and the Inbox accepts files by email, app or desktop. The work that remains is getting the file from the employee and choosing the account, project and tags. Vergo reads the receipt itself, line by line, and predicts the coding from what was actually bought, not just the supplier on the ticket.

A practical example

A small events agency on Holded gives cards to two producers. One producer pays for venue deposits and catering for two different client events. Vergo texts for the receipts, proposes the events account with each client's project, and shows how earlier bookings were coded. The owner confirms, and the purchases are recorded in Holded with the right project.

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 Holded that includes the project and tags, so project profitability reports stay accurate. Approval workflows are optional and fit how you already control spend: route by GL account, by amount, or by project — or skip approval flows entirely and let policy flags catch only what breaks a rule. 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.