Setting up Expense Management for Automated Posting to Accounting

Assigning cost categories to a card

Click on a card to open its details.

Click the icon next to the card's name to open "Edit Card" — this is where you assign the card's "Cost Categories" (eg. "Hosting," "Marketing Services," "IT" and "Marketing"), which tells the system which ledger categories to try matching that card's spend against for posting.

Expense Module — general settings

• Click "Expenses" in the left-hand navigation.
• Click the "Settings" tab.
• Set the "Review Period in Hours" — 0 means expenses post automatically; anything higher gives you a window to review before posting.
• Toggle on the default cost categories option if you want categories picked up automatically on expenses/transactions, without manual selection each time.
• Toggle on "Automated Processing and Verification of Uploaded Documents" if you want Dext-powered OCR to read receipts and amend expenses automatically.

Expense Module — Cost Categories

Click the "Cost Categories" tab.
Toggle "Active" on for any custom category you want enabled (e.g. "Subscriptions"). These are the same categories assignable at the card level, and the base for the rest of the automation.There are some default ones but you can add new ones.
Click "Save".

Expense Module — Tags

• Click the "Tags" tab.
• Click "Edit".
• Click into the empty field to add a new tag and link it to one or more cost categories — a card tagged this way inherits the linked categories automatically, speeding up reconciliation (you can still edit categories per card manually as well).

Connecting the accounting integration

• Open your accounting integration overview — it displays mapping tiles for Accounts, Payables, Receivables, Expenses, and Manual Accounts.
• Click the "Expenses" tile to open its posting configuration ("Post Expenses").

Post Expenses — General Config

• Toggle on whichever fields you want activated from your accounting software (the example shows User, Class and Departments — the actual options depend on what your accounting platform supports).
• Toggle on "Automated Post" if you want expenses posted automatically once documentation is uploaded and all fields are matched and reconciled, with no manual review.
• Set the "Priority Order" for how the ledger and other fields get allocated — e.g. if "Categories" is ranked ahead of "Tags," a match found via Categories means the system won't also check the Tags rules.
• Toggle on dual approval for whichever scenarios need extra oversight (options include non-receipt expenses, expenses with missing fields, manual updates, and configuration changes).

Post Expenses — Categories

• Click the "Categories" tab.
• Click "Custom" to view your own categories rather than the accounting platform's defaults.
• Click the "Allocation Type" dropdown for a category and choose how it should post: "Ignored," "Submit as Expense" (allocates to a ledger), "Bill Payment to existing Bill" (allocates to a supplier), or "Submit Bill & Bill Payment" (both).
• Depending on that choice: if "Bill Payment to existing Bill," set "Supplier Allocation" to the supplier this category should post against; if "Submit as Expense," set the "Ledger Allocation" instead.

Post Expenses — Tags

• Click the "Tags" tab — the same allocation options apply per tag instead of per category.

Post Expenses — Fields (VAT Codes, Classes, Departments)

• Click the "Fields" tab.
• Click "Edit" under "VAT Codes."
• Click into an existing rule's "Categories" field (or "+ Add Rule" to create a new one).
• Select whichever categories should trigger that VAT rate (e.g. "Subscriptions," "Marketing").
• Set the rule's "Location" and "Accounting Ledgers" the same way, using the up/down arrows if the priority order between rules needs to change.
• Click "Classes" to review or configure Class rules the same way — mapping categories, tags, or users to a Class.
• Click "Departments" to review or configure Department rules the same way — mapping countries to a Department.

Once this is all set, expenses pushed from the Expense Module pick up the right VAT code, class, department and ledger automatically — and any of it can be edited later if something posts incorrectly.