How do credit card transactions get into Keystone Information Systems?
By file import. Keystone Information Systems publishes no public API, so there is no direct feed a card program can push transactions through. The path into Keystone's on-premise ledger is a structured import file — the same batch-file approach the system uses for other external data.
What does the manual process look like?
Without automation, a finance team on Keystone typically:
- Downloads the monthly card statement from the bank portal.
- Chases cardholders for receipts and descriptions.
- Codes each line to the correct account in a spreadsheet.
- Reshapes the spreadsheet into the column layout Keystone's import routine accepts, then loads it — or keys entries in by hand.
The re-keying and reformatting steps are where errors creep in and where month-end time goes.
How does Vergo automate the import file?
Vergo replaces everything up to the import itself. Card transactions appear in Vergo the moment they happen; cardholders attach receipts from their phone; each transaction is coded to your chart of accounts as it is reviewed. When you are ready to post, Vergo generates a custom-built CSV export matched to Keystone's import format — the columns, ordering, and formatting the system expects, not a generic export you have to rework.
From there the last step is yours: load the file into Keystone through its normal import routine. One file, already coded and reconciled, instead of a statement to re-enter.
How often can you run the import?
As often as you close a batch in Vergo — weekly, or at month-end. Because the coding happens continuously in Vergo rather than in a month-end scramble, the export is ready whenever you want to post.
What should you check on the first import?
Run a small test batch first. Confirm account codes map to your Keystone chart of accounts, verify date and amount formatting, and check that the import posts to the intended period. After the first successful load, the format is fixed and subsequent imports are routine.
Why not just keep the manual process?
Because the cost is not only time. Manual re-keying introduces transcription errors into a public-sector ledger, receipts collected weeks late are receipts that go missing, and coding done from a bank statement line is coding done without context. Moving the capture and coding to the moment of spend — and letting the import file be generated rather than built by hand — tightens the control environment while cutting the month-end workload. For teams answering to auditors and boards, that combination is the real payoff.
Can card transactions sync into Keystone automatically?
Not via API — Keystone publishes none. The working automation path is a matched file import: Vergo codes the transactions and produces the CSV in Keystone's import format, and you load it.
What format does the import file need to be in?
Whatever layout your Keystone import routine accepts. Vergo builds the export matched to that format, so you are not reworking columns in a spreadsheet each month.
Do receipts go into Keystone too?
Receipts and memos live in Vergo, attached to each transaction for audit purposes. The import file carries the ledger data — dates, amounts, codes, and descriptions.
How long does the monthly import take with Vergo?
Minutes. The coding and receipt collection happen continuously during the month, so at close you export one file from Vergo and import it into Keystone.
