Key takeaways
- Built in: receipt capture.
- Partly covered: bank feeds, credit card feeds and AP automation.
- Not included: expense claim approvals and approval workflows.
- Vergo works with any card from any bank and posts coded spend into QuickFile.
Where should you go next?
- Does QuickFile have bank and credit card feeds?
- Does QuickFile have AP automation built in?
- Does QuickFile have receipt capture or a mobile expense app?
- Does QuickFile have approval workflows for invoices and expenses?
- Does QuickFile have built-in expense management?
- What are the best expense management add-ons for QuickFile?
- Vergo's QuickFile integration
- Get started with Vergo
QuickFile AP and expense capabilities at a glance
| Capability | In QuickFile? | What the documentation shows |
|---|---|---|
| Bank feeds | Partly | Open Banking feeds with UK banks (HSBC, Barclays, Lloyds, NatWest, Santander and others) plus direct feeds for Starling import every 24 hours with 90-day re-consent; the Automated Bank Feeds subscription costs £15 + VAT per year. |
| Credit card feeds | Partly | Credit cards are set up as a Credit Card Account (a bank-account type). |
| AP automation (invoice capture and processing) | Partly | Supplier invoices and receipts go to the Receipt Hub by email to receipts@quickfile.co.uk, the mobile app, Dropbox/OneDrive or upload. However, there is no invoice approval step. |
| Receipt capture and mobile expenses | Yes | iOS and Android apps capture receipts into the Receipt Hub, where they are tagged to purchases or bank transactions; AI extraction is optional and pay-per-scan (4p with Power User, 10p without). |
| Expense claim approvals | No | No employee expense-claim module is documented: QuickFile guides record out-of-pocket expenses and mileage as purchases to an expenses supplier (paid via Directors' Loan Account or drawings) entered by the bookkeeper, with no employee submission or approval step. |
| Approval workflows (invoices, POs, payments) | No | QuickFile staff state there is no way to enforce an approval flow for purchases/purchase orders (logged as a feature request). |
What to budget for
- Bank feeds (partly): see the detail above.
- Credit card feeds (partly): corporate card program with receipt matching.
- AP automation (invoice capture and processing) (partly): purchase/bill approval workflow tool.
- Expense claim approvals (no): employee expense claims and approvals and purchase/bill approval workflow tool.
- Approval workflows (invoices, POs, payments) (no): employee expense claims and approvals and purchase/bill approval workflow tool.
Add-ons QuickFile teams commonly consider
- Employee expense claims and approvals
- Purchase/bill approval workflow tool
- Corporate card program with receipt matching
Where Vergo fits with QuickFile
Vergo integrates with QuickFile and posts coded card spend into it; for QuickFile, the live integration covers expense management. It works with any card from any bank — connecting your existing cards involves no card applications, no re-issuing and no banking change. Employees send receipts by text or from their phone, and Vergo chases missing receipts itself instead of waiting for a report. 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. The proposal covers the nominal code, and 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.
About QuickFile
Typical users: UK sole traders, landlords and small limited companies; free under 1,000 nominal ledger entries a year. Deployment: cloud.
Frequently Asked Questions
Which QuickFile capabilities need an add-on?
Per QuickFile's documentation, bank feeds, credit card feeds, AP automation, expense claim approvals and approval workflows are partial or missing.
Does Vergo replace QuickFile?
No. QuickFile stays your ledger. Vergo integrates with QuickFile and posts coded entries into it.
Do we need new cards?
No. Vergo works with any card from any bank; connecting your existing cards involves no card applications, no re-issuing and no banking change.
How current is this?
Each answer was checked against QuickFile's public documentation on September 30, 2026.
