How to automate expense management in Jiwa Financials

Key takeaways

• Jiwa is an Australian ERP for wholesalers, distributors and manufacturers, on-premise or hosted on Azure or AWS.
• GL account codes can have up to six segments, for example account, warehouse and branch.
• Jiwa's REST API is a plugin your IT team enables and hosts.
• Vergo proposes the full account code and posts journal sets through Jiwa's REST API.

Where should you go next?

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

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

1. Enable the REST API. Your IT team enables the REST API plugin and runs it as a service. Vergo then reads your accounts and creditors.
2. Use your current cards. 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 the account code. Vergo proposes every segment, including warehouse or branch, and the tax treatment.
5. Deliver to Jiwa. Confirmed spend is posted as GL journal sets through Jiwa's REST API; supplier bills are prepared as purchase invoices.

What does Jiwa need on each card purchase?

• Full GL account code with all segments.
• GST treatment.
• Reference linking to the card statement for reconciliation.
• Receipt.

Where does Jiwa stop and automation start?

Jiwa reconciles bank and credit card statements in the Cash Book, and records supplier purchases against creditors. Card purchases by warehouse or sales staff still need receipts and a segmented account code. Vergo reads the receipt itself, line by line, and predicts the coding from what was actually bought, then proposes every segment.

A practical example

A distributor on Jiwa with three branches gives warehouse supervisors cards. One supervisor buys pallet jack parts and packing tape. Vergo gets the receipt by text and suggests the repairs account with that branch's warehouse segment for the parts and consumables for the tape, citing earlier purchases. Finance confirms, and a coded journal set is delivered to Jiwa.

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 Jiwa, that means the warehouse and branch segments are proposed with the natural account. 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.