Key takeaways
- In KashFlow, card spend is recorded as a purchase or expense with a nominal code, VAT rate and the account it was paid from.
- Open Banking direct feeds bring transactions in; each line is matched to a purchase or coded when it is created.
- Receipt images attach through a linked Dropbox, or through the KashFlow Go app.
- Vergo proposes nominal code and VAT from your history 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
How do you automate expense management in KashFlow, step by step?
- Connect KashFlow. 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.
- Connect your existing cards. Connecting your existing cards involves no card applications, no re-issuing and no banking change.
- 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.
- Code each line. Vergo proposes the nominal code and VAT rate, and splits mixed receipts.
- Record and match. The purchase is recorded in KashFlow, so the feed line is matched rather than coded again.
What does KashFlow need on a card purchase?
- Nominal code of the outgoing type.
- VAT rate, for the VAT return.
- Paid from: the bank or card account.
- Project, where you report by project.
Where does KashFlow stop and automation start?
KashFlow's feeds are included in the subscription and matching is quick when a purchase already exists. When it does not, the person matching creates one and picks the code and VAT on the spot, often without the receipt. Vergo reads the receipt itself, line by line, and predicts the GL account from what was actually bought, not just the vendor name on the header, and proposes the VAT rate with it.
A practical example
A small UK events company on KashFlow has three company cards. A producer buys staging hardware and a train ticket in one afternoon. Vergo texts for both receipts, proposes the hardware to equipment hire costs at standard rate VAT and the ticket to travel at zero rate, as previous events were coded. The bookkeeper confirms and two purchases are recorded, ready for the feed lines to match.
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. For KashFlow, that means the VAT rate your bookkeeper chose for similar spend is proposed alongside the nominal code, which is where VAT returns usually go wrong. 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.
Frequently Asked Questions
Will Vergo create duplicates with KashFlow bank feeds?
No. Vergo records the purchase once, and the feed line is matched to it.
Does Vergo need Dropbox for receipts?
No. Vergo collects and keeps receipts itself.
Does Vergo set VAT rates?
Yes. Vergo proposes the VAT rate with each nominal code.
Does Vergo work with KashFlow Payroll?
Vergo records card spend and supplier purchases in KashFlow; tell us how you reimburse staff when you get started.
Do we need new cards?
No. Connecting your existing cards involves no card applications, no re-issuing and no banking change.
