What are the options for getting card data into Adminsoft?
Adminsoft Accounts is an on-premise application with no public API, so there are two ways card transactions end up in the books: typed in by hand, or brought in through Adminsoft's file import, which accepts CSV, TXT, XLS, and ODS files (alongside a Sage Line 50 import for migration data). Everything below is about making the second path automatic.
What goes wrong with the manual approach?
The manual month is familiar: download the card statement, match charges to whatever receipts survived, work out what each line was for, type it into Adminsoft, and pick the nominal account for each entry. It is slow, and the errors are quiet ones — a mistyped amount, a plausible-looking account choice made weeks after the purchase by someone who was not there.
How does the Vergo workflow run?
1. Spend on Vergo cards. Every transaction is captured at the point of sale — merchant, amount, date — and the cardholder snaps the receipt on their phone, so nothing needs reconstructing later.
2. Code in Vergo, not in a spreadsheet. Each transaction is coded to the correct account when it happens, by the person who made the purchase, with approvals where you want them.
3. Export the import-ready file. Vergo provides custom-built CSV exports matched to Adminsoft's import format — the columns and layout Adminsoft's import expects — so there is no intermediate spreadsheet surgery.
4. Import into Adminsoft. Run Adminsoft's file import on the machine where it is installed, load the CSV, and the transactions post with their coding already applied.
What should you check after each import?
Confirm the imported batch total matches the export total from Vergo, spot-check a handful of lines for account coding, and make sure the entries landed in the right period. Because the file is built to Adminsoft's format and the coding was done at the point of spend, these checks take minutes; the import stops being where problems are discovered.
Why CSV rather than XLS or ODS?
Adminsoft accepts all three, but CSV is the plainest and least ambiguous format for transaction rows — no formulas, no formatting artifacts, no version quirks. Vergo's export is CSV built to match what Adminsoft expects, which keeps the routine identical every month.
Is this an API integration?
No. Adminsoft does not publish an API, so there is nothing to sync against, and Vergo does not claim otherwise. This is file-based automation: everything manual about card bookkeeping is removed, and the one step that remains — the import — is quick, controlled, and runs on your schedule.
What file formats does Adminsoft Accounts import?
CSV, TXT, XLS, and ODS files, plus a Sage Line 50 import. Vergo's export uses CSV matched to Adminsoft's expected import format.
Do I have to re-map columns each time I import?
No. Vergo's custom-built CSV export is matched to Adminsoft's import format, so the same export loads the same way every month.
Can this run automatically without any import step?
No — Adminsoft has no public API, so a fully hands-off sync is not possible in any tool. The import is the one remaining step; everything before it is automated in Vergo.
Where does receipt matching happen?
In Vergo, at the point of spend. Cardholders attach receipts from their phones, so by the time the file is imported into Adminsoft the documentation is already complete.
