Key takeaways
- QuickFile is UK cloud accounting for small businesses, sole traders and landlords.
- Its Receipt Hub collects receipts from the app, email, Dropbox or upload and matches them to purchases or bank lines.
- Bank transactions are tagged to nominal codes, with machine-learning suggestions on the Power User subscription.
- Vergo proposes the nominal code, texts cardholders for receipts and records purchases through QuickFile's API.
Where should you go next?
- Vergo's QuickFile integration
- What expense management software integrates with QuickFile?
- Get started with Vergo
How do you automate expense management in QuickFile, step by step?
- Connect QuickFile. Vergo connects directly through QuickFile's public API and records each coded card purchase in QuickFile against the right nominal code. It is self-serve.
- Keep your cards and bank. Connecting your existing cards involves no card applications, no re-issuing and no banking change.
- Replace receipt forwarding with a 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.
- Choose the nominal code. Vergo proposes the nominal code and VAT treatment for each line, with the reason.
- Record in QuickFile. The purchase is created with its receipt, so the bank feed line tags against it.
What does QuickFile need on each card purchase?
- Nominal code: from QuickFile's preloaded nominal categories or your own.
- Supplier: who was paid.
- VAT: for the VAT return.
- Project tag: where you track projects.
- Receipt: held with the purchase.
Where does QuickFile stop and automation start?
QuickFile gives a small business good tools: the Receipt Hub gathers receipts from several places and tagging suggestions speed up the bank screen. Both still depend on the receipt arriving and on someone accepting the tag. With several cardholders, the receipts that never get forwarded are the ones that cost time at VAT quarter. Vergo reads the receipt itself, line by line, and predicts the coding from what was actually bought, not just the vendor name on the header.
A practical example
A UK electrical contractor on QuickFile has cards with three engineers. One buys cable and a lunch for an apprentice on the same card at a trade counter and cafe. Vergo texts for both receipts, proposes materials for the cable with standard-rate VAT and staff welfare for the lunch, and the director confirms. QuickFile shows two purchases, each with its receipt, ready to tag against the bank feed.
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 a QuickFile business, that is your own nominal ledger. 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.
Frequently Asked Questions
Does Vergo replace the Receipt Hub?
No. You can keep using the Receipt Hub for your own receipts; Vergo collects them from other cardholders by text.
Can Vergo record staff expenses?
Yes. QuickFile's API supports recording employee claims against the employee as a supplier, and Vergo uses that route.
Is the QuickFile connection self-serve?
Yes. Vergo connects through QuickFile's public API.
Does Vergo handle VAT?
Vergo proposes the VAT treatment with the nominal code for each line.
Do we need new cards?
No. Connecting your existing cards involves no card applications, no re-issuing and no banking change.
