Export payables and payments to Sage 100

Export your prepared expenses, invoices, and payments from Spendesk directly into your Sage 100 purchase and bank journals.

For: Controllers, and Finance/Bookkeeping teams using the Sage 100 native integration on the Scale plan or above.

Before you start

The Sage 100 native integration must already be connected and configured (chart of accounts, journals, tax codes, and analytical dimensions mapped).
You need a Controler, or Bookkeeper role to prepare and export payables.
🔒 Access: The Sage 100 native integration is available from the Scale plan.
Your payables (expenses, invoices, credit notes) must be marked as "ready" in Bookkeep > Prepare before they can be exported.

Export your payables

Navigate to Bookkeep > Prepare.
Bookkeep your payables using your Sage 100 accounts, VAT rates, and analytical values.
Mark each payable as ready once bookkeeping is complete.
Navigate to Bookkeep > Export.
Select the period you want to export.
Review the preview of payables ready for export.
Click Push to Sage 100 to export payables in bulk, or export a single payable individually.

⚠️ Warning: Spendesk only exports recognised expenses — payables that passed all configured approval flows and were prepared by finance. No accounting entries are created for payables still under review.

What gets exported

Payables and payments are exported as journal entries to the purchase journals and bank journal you configured during setup.

Payable type	Purchase journal entry	Bank journal entry
Expense claims	Journal entry in the Expense Claims journal	Reimbursement exported as journal entry in the bank journal
Invoices and credit notes	Journal entry in the Invoice journal	Payment exported as journal entry in the bank journal
Card purchases and card refunds	Journal entry in the Card Purchases journal	Corresponding card payment exported as journal entry in the bank journal
FX, ATM, and other bank fees	Not applicable	Journal entry in the bank journal, using your configured bank charges account
Wallet loads (top-up wire transfers)	Not applicable	Journal entry in the bank journal

💡 Tip: All payables and payments export to Sage 100 in your wallet currency by default, using Spendesk's conversion rate. VAT codes are not pushed to Sage 100 journal entries — Spendesk applies only the VAT rate you selected on each payable.

Accounting entries created

Spendesk distinguishes between exporting supplier liabilities (purchase journal) and exporting supplier payments (bank journal).

Exporting supplier liabilities (purchase journal)
When you export a payable, Spendesk creates these account movements:

Debit to the expense account(s) for the net amount (excluding tax).
Debit to the VAT account(s) for the VAT amount (credit instead, if a reverse charge account is selected).
Credit to the supplier account for the total amount including tax.

Exporting supplier payments (bank journal)
Payment entries export at the same time as the liability entries, if the payment was already made, or automatically once the payment settles:

Debit to the supplier account for the total amount including tax.
Credit to the bank account for the total amount including tax.

Receipts
Documentary evidence for a payable (receipts, invoices, screenshots) is merged into a single PDF before export. If you attached multiple files to one payment, Sage 100 recognizes and merges them all.

Troubleshooting

Symptom: A payable shows "Failed to export" in Bookkeep > Export.
Cause: Required accounting setup information is missing, such as bank account fields or accounting codes.
Resolution: Go to Settings > Chart of accounts > Bank accounts and confirm every field is filled in. Bank account setup is mandatory for exports to succeed.

Symptom: Export fails with an authentication or connection error.
Cause: The Sage 100 local agent lost connection to your server, or credentials are outdated.
Resolution: See Reconnect the Sage 100 local agent for connection or synchronization issues.

Symptom: Export fails with an accounting settings error (e.g. missing analytical mapping).
Cause: A chart of accounts, journal, tax code, or analytical dimension referenced by the payable isn't mapped in Spendesk.
Resolution: Review and update your accounting settings for the missing element, then retry the export. See Error messages and solutions for Sage 100 integration.

Symptom: You're still blocked after trying the steps above.
Cause: The issue may require technical investigation.
Resolution: Contact Spendesk support with the exact error message, the affected payable IDs, and the export date.

5. Exporting your Spendesk operations to Sage 100