• Step 1 : Prepare and validate your payments and payables

  Guidelines for Controllers and Account Owners Navigate to the Prepare Tab Go to the Bookkeep > Prepare tab to review, edit, and validate your payments and payables. This includes adding VAT details, assigning expense accounts, verifying suppliers, and other necessary information. Check the Receipts Ensure all receipts are present and valid. Missing Receipts: Send a reminder to the requester via Slack or email. Alternatively, you can upload the receipt yourself.Wenig Leser

• Import your Spendesk purchase journal into Isacompta

  This content has not yet been translated. Please refer to the FR version and right-click -> Translate to ... German/English/Spanish.Wenig Leser

• Import your Spendesk purchase journal into Sage 100 SPC or Sage 50

  This article hasn't been translated yet. Please go to the French version and right-click then select "translate - english" in the options. Spendesk also has a native integration with Sage 100 SPC for a seamless experience of exporting your purchase journal. To know more, you can go to this section of our Help CenterWenig Leser

• Edit your dates' format on Spendesk

  If you see dates in a specific format (for example, the US format) and would like to change (you want the UK format), you can edit your browser's language. [](https://downloads.intercomcdn.com/i/o/863376475/d754477a5cd5bb69a9b29e93/Capture+d%E2%80%99e%CC%81cran+2023-10-27+a%CC%80+10.44.11.png?expires=1777574700&signature=dc07a61090bc8d571f4b97ef7e3f1bde4b1318a184b254c898668Wenig Leser

• Bank fees

  Besides your monthly Spendesk invoice, Spendesk can charge 2 types of fees: fx fees and withdrawal fees. We display a summary of withdrawal fees and the bank fees of Spendesk in the bank journal on the last day of the month. Fees related to our banking partners We show bank fees in the bank journal because they are related to the transactions of your account. Understand fx fees Example: [![](htWenig Leser

• Download your account statements

  Note: the definitive account statement of a specific month is available on the 2nd of the next month. You are an Account owner or a Controller Download your account statement to have a full overview of your expenses and account balance. Log in. Head over to Settings. Click on Company wallet. Scroll down to the Account Statements section. From there, you can download a monthly statement which contains all paymWenig Leser

• Mark a Receipt as "Cannot Be Provided" (for Requesters)

  Is your transaction pending (but canceled), or have you lost a receipt? Don’t worry — we’ve got you covered! If you cannot add a receipt to your payment for any reason, you can report this directly on Spendesk. Common Reasons for Missing Receipts The merchant didn’t provide you with a receipt, or you forgot to ask. The transaction is pending but has been canceled by the merchant and is still visible on Spendesk. The receipt was sent to someone else’s email, and you cannot retrieve itWenig Leser

• Split payables across Cost Centers, Expense Categories and Analytical Fields

  Spendesk enables you to split your payables across multiple values of Cost Centers, Expense Categories or Analytical Fields. If you are an existing customer and are using file-based exports for purchase journals, please check out the section with changes in format of the exports before switching on the Analytical Split feature. The 'why' behind this feature It is very common that a business expense needs to be attributed to multiple business units or categories (e.g. exWenig Leser

• 'All payables' page (for reporting)

  Quick reminder - what are payables Payables represent a company's obligation to pay off a short-term debt to its creditors or suppliers. What is the 'All Payables' page? We launched this new page to provide you with all the information of payables and their different bookkeeping and payment status! In a nutshell - what does this page do for you? The new go-to page to check payable information: a new page that has all the relevant bookkeeping and payment information. **EasiWenig Leser

• Import your Spendesk purchase journal into Exact Online

  Spendesk also has a native integration with Exact Online for a seamless experience of exporting your purchase journal. To know more, you can go to this section of our Help Center. Here are the steps to follow to import your Spendesk purchase journal into Exact Online: 1) Prepare and export your payments First of all, you need to prepare your payment in the “Bookkeep” tab, under the “Prepare” tab. You will then be able to exportWenig Leser

• Step 2: Export your prepared payments and payables

  This tutorial has two parts, and is for Controllers and Account owners. Step 1: Prepare and validate your payments and payables Step 2: Export your validated payments and payables ⬇️ Export your validated payables / payments As soon as you are ready to export the validated payables/payments, click on the Bookkeep > Export tab. Follow these steps to proceed: Go to the **BoWenig Leser

• Start bookkeeping 'afresh'

  Access to the feature You now can select a date from which payables are going to be hidden on the Prepare tab. This enables you to define a date from which you can start with your bookkeeping on Spendesk. We crafted this feature especially for all our users that did not do their bookkeeping on Spendesk before and who have many payables in Bookkeep > Prepare that were already exported outside the bookkeeping workflow on Spendesk. Now it is possible to hide all these old payablesWenig Leser

• Detect irrelevant receipts on mobile

  The goal of this feature is to detect in real-time if a photo added to a payment is a valid receipt (thanks to machine learning) or not. That is to reduce the rate of receipts marked as invalid by the Finance team. Description Our Machine Learning algorithm will help reduce the number of invalid receipts by issuing a warning when an employee uploads a wrong document. The employee then has the choice between uploading a different document or ignoring tWenig Leser

• Discover and use our Bank journal!

  What's a bank journal? It's a record of financial transactions. It will be necessary when financial teams make reconciliations at the end of the month or year. Our bank journal displays accounts payable and a Payable reference that gives your accounting software the possibility to match the entries of the purchase journal. What is included in the bank journal? In the bank journal we show payables' corresponding payments displayed for a given period. No matter whether the payables areWenig Leser

• Expense Categories and Custom Fields on Spendesk

  You can add custom fields and expense categories to analyze your spendings. Add Expense Categories and Custom Fields Add Your Expense Categories You have two options: Add your expense categories. Request a custom field activation for additional information such as projects, customer names, quote numbers, or internal references. These fields will be included in your purchase journal after you add the columns in your custom export under Settings > Accounting Setup > Export. TheyWenig Leser

• Step 1: create your custom export

  This page is intended for Account Owners and Controllers. If you're using a native integration, there is no need to create a custom export, as your payments are automatically pushed to the accounting software. Once your payments and payables have been prepared and validated, the next step is to export them to your accounting software. By default, we offer the classic Spendesk purchase journal and bank journal. If needed, you can customize the export to suit your requirementWenig Leser

• Missing receipts: send reminders

  This article is for Controllers and Account owners. Thanks to our feature Play by the rules, you shouldn't have to send a lot of receipt reminders to users at the end of the month! However if you are still struggling with some missing receipts, here is what you can use. 😊 Send custom reminders When you prepare your payments, we automatically divide payments with a receipt and the one without a receipt to help you identify the missing one. ​ From there, you have different options: 1Wenig Leser

• Import your Spendesk purchase journal into Cegid EBP Compta

  This content has not yet been translated. Please refer to the FR version and right-click -> Translate to ... German/English/Spanish.Wenig Leser

• Add your supplier accounts and review your invoices

  You cannot export your purchase journal without filling in the accounts payable field. This ensures no empty cells in the export. To simplify the process, you can set up a default field in the Settings > Chart of accounts settings. How to Add Accounts Payable There are two methods to add accounts payable: 1. When Updating an Existing Supplier If the supplier is not yet created or needs updates: Navigate to Invoices > Review. Click on the invoice and select the "..." neWenig Leser

• How to correct discrepancies within your purchase and bank journals

  ⚠️ This article is only intended for customers who were informed by Spendesk they have discrepancies within the journals. ​ ⚠️ This article will explain how to correct discrepancies within your purchase and bank journals, if you have been warned by Spendesk of their existence. What are the bank and purchase journals? The purchase journal records your debt in your accounting software. At Spendesk, this includes card payables, expense claims and invoice payables. The bank journal rWenig Leser

• Easily import and manage your CSV

  Before you import your data on Spendesk Review your template in your Settings. What is the decimal delimiter for numeric values [.] or [,]? What is the column delimiter for the CSV [,] or [;]? Export your journals or data from Spendesk (Bookkeep > Export). Once your data's exported on Excel Import your data via the "Import" function Select the correct column delimWenig Leser

• Everything about accounts payable / suppliers

  Accounts payable are accounts within the general ledger that represent a company's obligation to pay off a short-term debt to its creditors or suppliers. Navigate Accounts Payable in Spendesk Access Accounts Payable To access your accounts payable page: Navigate to Settings > Accounts Payable. Alternatively, click here. Features of the Accounts Payable Tab The Accounts Payable tab in Spendesk allows you to: Manage accounts payable. Oversee supplier detailWenig Leser

• Import your Spendesk purchase journal into Cegid Quadra

  This content has not yet been translated. Please refer to the FR version and right-click -> Translate to ... German/English/Spanish.Wenig Leser

• Single-entry purchase journal

  If you need a single-entry export format, you can: Switch Your Accounting Settings: Update your accounting and purchase journal settings to the single-entry format. Use the 'All Payables' Page: Access the 'All Payables' page, where you can export payables in single-entry format. Understanding Double-Entry and Single-Entry Purchase Journals Double-Entry Purchase Journal This format is suitable if your accounting requires both debit and credit columns. Each payable wiWenig Leser

• Connect Spendesk with Agicap

  Here's how you can link Spendesk to Agicap. Go to Agicap and log in Click on : https://app.agicap.com/en/app/cashflow/forecast Click on the cogwheel at the top-right corner [](https://downloads.intercomcdn.com/i/o/558403459/6032ea13ccbbbb775ce74f26/Capture+d%E2%80%99e%CC%81cran+2022-08-05+a%CC%80+14.45.46.png?expiresWenig Leser

• Import your Spendesk purchase journal into Sage Generation Experts Connect

  This content has not yet been translated. Please refer to the FR version and right-click -> Translate to ... German/English/Spanish.Wenig Leser

• Automated categorization of VAT + expense accounts (Machine Learning powered Autocat)

  Automate your bookkeeping process on Spendesk! ⚠️ AutoCat & AutoCatML are available on some billing plans only, please contact your CS manager or our support to know more. Introduction We created our AutoCat features to help you reduce manual data entry to save precious time in your bookkeeping process by autofilling and suggesting the values for the expense account, VAT rate and analytical fields. There are two types of AutoCat on Spendesk: AutoCatML (machine learning baseWenig Leser

• Step 2: use your custom export (purchase journal)

  This feature is available for Account owners and Controllers. Native integration users don't have to use a custom export as their payments are pushed to their integration automatically. Select your custom export From the page "Bookkeep > Export" , select the template you want to use to export your payments. If you want to update on of the templates or delete a template of the list, go to your Settings. [![](https://storage.crisp.chat/users/helpdesk/website/-/a/b/5/f/ab5f529a6deae00Wenig Leser

• Default accounting values

  ⚠️ This feature should only be used if you do your bookkeeping outside of Spendesk, or if an external provider does your bookkeeping for you (e.g. external tax consultant). Introduction This feature allows you to define default accounting values that will pre-populate the fields in Bookkeep > Prepare, so that you can push your payables directly to Bookkeep > Export and then export your purchase and bank journal. By using this feature, you are unfortunately not able to leverage the autoWenig Leser

• How Spendesk prevents duplicate receipts (invoices/expense claims)

  At Spendesk, we understand the importance of accurate bookkeeping and expense tracking. To ensure smooth financial processes and prevent duplicate entries, we've implemented a comprehensive system for detecting duplicates on invoices and expense claims. If you're getting an error when uploading an expense or invoice, it's likely because the system has detected it as a duplicate. Spendesk automatically checks for duplicates by comparing supplier names, amounts, and dates. If your uplWenig Leser

• Discover and use our Purchase Journal

  Note that it is best if you read the Monthly closing article before reading the following: What is a Purchase Journal? Definition A purchase journal is an accounting journal. It displays all purchases by mirroring the account payables with their expense account counterparts or VAT account counterparts. Our Purchase journal and Bank Journal can be used together for **rWenig Leser

• Correct discrepancies between your account requests and payables in your purchase journals

  ⚠️ This article is only intended for customers who were informed by Spendesk they have discrepancies within their purchase journal. This article will explain how to correct discrepancies between your account requests and payables within your purchase journal - if you have been warned by Spendesk of their existence. There are two different workarounds for your bookkeeping process, depending on the type of your mismatch. ​ Case 1: Positive amount of discrepancy If the sum of payablesWenig Leser

• Display receipts (jpg, pdf...) on Google Chrome if they are hidden

  If you're using Google Chrome and unable to view your receipts on Spendesk you can use the following workaround : Go to Chrome://settings/content/pdfDocuments Activate: "Open PDFs in Chrome" [](https://downloads.intercomcdn.com/i/o/549644922/24e8e1a70e904276ee03114d/image+%285%29+%281%29.png?expires=1777573800&signature=629d04ed6a8b2806353c1e9f07ea5aa14ab85aa31d8ca2bWenig Leser

• Our TravelPerk integration

  With the integration between Spendesk and TravelPerk, employees are able to book business trips seamlessly, avoiding duplicated approval flows and complex receipt collection processes. In the meantime, finance accountants can benefit from automated bookkeeping and reconciliation via Spendesk’s accounting exports. This feature is available from the Scale billing plan onwards. Which problem do we solve? The existing processes to pay for business trips on TravelPerk via Spendesk are tedioWenig Leser

• Auxiliary accounts on Spendesk

  In this article, you'll learn to : Set up an auxiliary account Spot it on the product Spot it on our export files Set up an auxiliary account Ask your Spendesk customer success / billing manager or our support team (support@spendesk.com) to activate the feature. Go to the Settings > Accounting setup > Exports tab**,** select your current purchase journal template and add the auxiliary accounts column by clicking on the blue "+Wenig Leser

• How to correct discrepancies between your bank journal and your account statements

  ⚠️ This article is only intended for customers who were informed by Spendesk that they have discrepancies within the journals. ⚠️ Ignore this article if you use your account statement instead of your bank journal for reconciliation. Follow this article to understand what to do if there is a positive or a negative discrepancy between your bank journal and your account statement. First, read a reminder of the difference between the accounting journals (purchase and bank journals) and thWenig Leser

• Import your Spendesk purchase journal into Cegid Loop

  This content has not yet been translated. Please refer to the FR version and right-click -> Translate to ... German/English/Spanish.Wenig Leser

• Import your Spendesk purchase journal into ACD

  This content has not yet been translated. Please refer to the FR version and right-click -> Translate to ... German/English/Spanish. Spendesk also has a native integration with ACD for a seamless experience of exporting your purchase journal. To know more, you can go to this section of our Help Center.Wenig Leser

• Accounting base/ accounting software switch

  With the 'accounting software switch' feature, it is now possible to change the selected accounting base (in Settings>Accounting) for your file-based exports made on Bookkeep>Export tab**.** In order to do so, you will need the Controller or Account owner role. 💡 Access to the accounting base switch feature This feature is accessible from Settings>Accounting. Next to your current accounting base you will find the button "edit" to start the switch. UnderstWenig Leser

• Customize the file name of your receipts

  You can easily edit the file name format of your exported receipts & invoices in Settings > Accounting settings > Exports > Receipts file names. Add or delete the values you'd like to display. You can change the date, supplier name, payer or even add your custom fields. Per default, you cannot delete the payment ID nor the invoice ID. [![](https://storage.crisp.chat/users/helpdesk/website/-/6/9/6/f/696f112017f8d800/b1dWenig Leser

• Archive suppliers (duplicates, misspellings)

  Quick feature overview This feature enables controllers to archive suppliers from Settings > Accounts Payable. The archive supplier feature allows you to always have an updated supplier list on Spendesk while avoiding: Duplicate supplier entries Misspelled supplier entries Furthermore, you can get a quick overview of which suppliers are currently available on the platform (tab "Current") and which suppliers are archived (tab "Archived"). Archive suppliers Go to theWenig Leser

• Set up your accounting codes

  This setting is available for Controllers and Account Owners only. If you need help please reach out to your Customer Success Manager. You can set up your accounting codes in Settings > Chart of account > Bank accounts. If you don't add accounting codes, you won't be able to use the Prepare and Export features. If you only use account statements or purchase journals without accounting information, you don't need to add your accounting codes. Add your general accounts For every accoWenig Leser

• Employee accounts : Set up and Edit

  The employee accounts setting is only available for Controllers and Account owners that have the expense claims module activated. This feature is not yet available for Xero and Datev users. In Spendesk, you have 4 possibilities to bookkeep expense claims: use a default account only, use specific employee accounts only, use both specific employee accounts and the default account, use employee accounts and [auxiliary accounts](https://helpcenter.spendesk.com/eWenig Leser