How to automate expense management in MoneyWorks

Key takeaways

• MoneyWorks departments are subledgers: a GL code plus a department suffix, such as 320-RED for one vehicle.
• A credit card can be set up as a creditor or as a Credit Card bank account.
• Bank statements import as QIF, OFX, CSV and other formats, with auto-allocation rules, and Yodlee feeds in Australia and New Zealand.
• Vergo proposes GL code and department by inference and posts transactions into MoneyWorks.

Where should you go next?

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

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

1. Enable the Datacentre REST service. Your IT enables the MoneyWorks Datacentre REST service once; Vergo then reads your accounts, departments and creditors and posts coded payments, journals or purchase invoices into MoneyWorks.
2. Connect your existing cards. Connecting your existing cards involves no card applications, no re-issuing and no banking change.
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 to GL and department. Vergo proposes the GL code and department, for example the vehicle, branch or property the spend belongs to.
5. Import into MoneyWorks. Confirmed transactions are posted into MoneyWorks, so the card account reconciles.

How does MoneyWorks code spend?

• GL code for the type of spend.
• Department, up to five characters, for branches, divisions, vehicles or properties.
• Department groups, where Gold creates subledgers automatically.
• Creditor, if the card is set up as a creditor.

Where do auto-allocation rules stop?

MoneyWorks allocates imported statement lines by matching text to rules, and anything unmatched goes to a default account. That works for a fuel company whose name always means fuel. It does not know which vehicle a tank of fuel went into, or which property a hardware purchase was for, because the bank text does not say. Vergo reads the receipt itself, line by line, and predicts the coding from what was actually bought — the GL code and department — not just the vendor name on the header.

A practical example

A New Zealand property manager on MoneyWorks uses departments for each building. A maintenance lead buys paint and a door closer on the company card. Once the receipt arrives by text, Vergo proposes repairs and maintenance with the building's department for both lines, as that lead's purchases for the building were coded before. The accountant confirms and the transaction is posted to MoneyWorks.

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 MoneyWorks, the department suffix is part of what Vergo learns, so a vehicle or property is proposed alongside the GL code. 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.