How to import credit card transactions into MatrixCare

Why is file import the route into MatrixCare?

MatrixCare publishes no public developer documentation for its financial modules, so no card platform can push transactions in directly. The supported route is the one MatrixCare's own tooling offers: importing a file. The work is producing a file its importer accepts cleanly.

What does the manual workflow look like?

Without tooling: download the card statement, code each charge in a spreadsheet to the right facility and expense category, collect receipts separately, reshape the columns to match MatrixCare's importer, upload, and fix whatever the importer rejects. In a multi-facility senior-care operation that is hours of month-end work and a standing source of coding errors.

How does Vergo automate the import?

Vergo handles every step except the final upload. Spend on Vergo cards is captured in real time; staff code each transaction — facility, department, category — from their phone and attach the receipt at purchase. Vergo then generates a custom-built CSV export matched to MatrixCare's import format. Your accountant downloads the file and imports it. No re-keying and no column mapping, and no claim of an API sync — MatrixCare publishes none, and the file path does not need one.

What lands in MatrixCare?

Each transaction arrives as an importable line: date, amount, vendor, and the coding applied in Vergo. Receipts stay attached in Vergo as the audit trail. The books end up the same either way; the import itself takes minutes.

How do you get started?

Setup happens once. Vergo matches its export to the import format your MatrixCare instance expects, and your facilities, departments, and expense categories are mirrored in Vergo so staff code spend against names they already know. Nothing is installed on your side and nothing is required from MatrixCare — which is the point, since MatrixCare publishes no API for a deeper connection. After that the routine is stable: spend on Vergo cards, coding and receipts captured at purchase, and a matched CSV downloaded and imported on your chosen cadence. Check the first import line by line; from the second one on, the file shape is known and the upload becomes a few minutes of month-end routine instead of a data-entry project.

The result is a repeatable close: every card charge across every facility arrives in MatrixCare coded, receipt-backed, and on time — with the import itself the only step a person still performs, by design rather than by limitation.