How to automate expense management in Saasu

Key takeaways

• Saasu is online accounting for Australian small businesses, with bank feeds, Single Touch Payroll and multi-currency.
• Bank and credit card feeds arrive through direct, open banking, Yodlee and API connections.
• Tags track divisions, projects, departments or jobs on transactions and individual lines.
• Vergo suggests account and tags, texts for receipts and records money-out expenses with receipts through Saasu's API.

Where should you go next?

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

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

1. Connect Saasu. Vergo connects through Saasu's public API, reads your accounts, and records each coded card purchase as a money-out expense with the receipt attached, or a purchase invoice for suppliers you pay later.
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 account and tags. Vergo suggests the account and any tags, such as a job or department, per receipt line.
5. Record in Saasu. Each purchase lands with its receipt, ready to reconcile against the card feed.

What does Saasu need on each card purchase?

• Account from your chart.
• Tax code for GST.
• Tags for job, project or division reporting.
• Attachment: the receipt.

Where do bank rules stop and automation start?

Saasu's bank feed rules categorise lines whose summary contains, or exactly matches, a piece of text. That works for a fuel card or a software subscription. A trade supplier's receipt with materials for two jobs needs splitting and tagging. Vergo reads the receipt itself, line by line, and predicts the coding from what was actually bought — the account and tags — not just the vendor name on the header.

A practical example

A Brisbane electrical contractor tags work by job in Saasu. An apprentice buys cable and conduit for one job and a drill bit set for the van on the same receipt. Vergo requests the photo by text, suggests materials tagged to the job for the cable and conduit and small tools for the drill bits. The office manager confirms, and one expense with both lines and the receipt is recorded.

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 Saasu, that includes the tags your office applied to past purchases. 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.