This accounting automation feature (or expenses auto-categorization) is only available for Standard plans and can be set up by Account owners or Controllers. Get in touch with your dedicated Customer Success manager to learn more or set up accounting automation on Spendesk.
Set up your Expense Accounts
First, add your expense accounts: your Customer Success manager can help you if needed. Once your expense accounts are added, you can match our categories to them. We then automatically suggest the right expense accounts for your cards' payments.
To do so:
Log in to your Spendesk account
Go to Settings > Accounting > Expense Accounts
In the right column, select the right Categories in front of the relevant expense accounts.
👉🏻 Categories are only available on Standard plans.
A couple of pro tips to better use accounting automation
You can add the same category to several expense accounts. If you do so, we suggest several expense accounts on your payment.
You can also add several categories for one expense account. For instance: Taxi and Car rental categories linked to Car expense account.
It's not possible to add other categories. If you can't find one matching your expense account, you can either create a supplier rule (see below) or manually select your expense account.
Create supplier rules: assign a supplier to a specific expense account
If a category doesn't match an expense account, you can create a supplier rule. It means each time you're buying a good at the merchant's website, we match the right expense account.
⚠️ It doesn't work with supplier invoices or expense claims.
For instance, you have a specific expense account for Linkedin: you can create a supplier rule and each time you pay on Linkedin, we automatically match the right expense account.
To do so:
Head over to Settings > Accounting > Expense account
Scroll down to the Suppliers section
Create your first supplier rule
👉 You can also create your supplier rule when you are preparing your payment: Payments > Prepare > Create supplier rule. It's saved and will be used next time you have a payment with that supplier.
👉 Don't create a supplier rule if multiple expense accounts can apply to your supplier as we can only apply one expense account per supplier rule.