How do credit card transactions get into Liberty Accounts?
By file import. Liberty Accounts publishes no outbound API — it consumes HMRC and Companies House APIs for its own features, but offers no interface for a card platform to push transactions through. Card spend therefore enters Liberty as an imported file.
What does the manual process look like?
- Download the card statement at month-end.
- Chase receipts from staff, trustees, and volunteers who spent on the card.
- Code each line in a spreadsheet — to the right account, and to the right fund where spend is restricted.
- Reshape the spreadsheet into an importable layout, or key the entries in by hand.
For a part-time finance officer or volunteer treasurer, this is hours of month-end work, and receipts from weeks ago are the hardest part to recover.
How does Vergo automate the Liberty import?
Vergo captures the work at the moment of spend. A transaction appears in Vergo when the card is used; the spender photographs the receipt immediately; the finance officer codes the line as it comes in. When it is time to post, Vergo generates a custom-built CSV export matched to the import format Liberty Accounts expects — correct columns and formatting, not a generic export needing rework.
The last step is Liberty's own import routine: load the file and review the batch. The data arrives coded, receipt-backed, and reconciled.
What should the first import verify?
Run a small test batch. Confirm account codes match your Liberty chart, check fund allocations where they apply, verify VAT treatment and dates, and make sure the batch posts to the intended period. After the first clean load, the format is fixed and imports become routine.
How often should you import?
Monthly fits most charities' reporting rhythm; weekly works if trustees want current figures. Because coding happens continuously in Vergo, the export is ready whenever you are.
What does this mean for governance and audit?
Better records with less effort. Every card purchase carries its receipt from the day it happened, coded to the right account and fund while the context was fresh — not reconstructed from a statement weeks later. When the independent examiner or auditor asks about a transaction, the answer is a search in Vergo rather than a dig through email and shoeboxes. And because the Liberty import file is generated in a fixed format every run, the ledger itself stays free of transcription errors.
Can a card feed connect straight into Liberty Accounts?
No — Liberty publishes no outbound API for live feeds. The working path is a matched file import, which Vergo prepares automatically.
Does the import handle restricted funds?
Fund coding happens in Vergo as transactions are reviewed, so restricted spend arrives in Liberty allocated correctly rather than sorted out at month-end.
Where do receipts go?
Receipts attach to each transaction in Vergo at the point of purchase and stay there, searchable, for audit and trustee reporting. The import file carries the ledger data.
How much month-end time does this save?
The statement download, receipt chase, and spreadsheet re-keying disappear. Close becomes exporting one file from Vergo and importing it into Liberty Accounts.
