Before You Start

This guide assumes you have an active Divvy/Bill.com subscription and administrative access to your GL system (e.g., QuickBooks, NetSuite, Xero).

Overview

30 min
Setup Time
Advanced
Difficulty
Monthly
Maintenance

What You’ll Learn

  • How to map Divvy transactions to your General Ledger
  • Implementing real-time expense policies for compliance
  • Automating receipt capture and categorization
  • Reconciling Divvy statements with bank accounts

1. Preparation Steps

Before configuring Divvy, ensure these accounts are prepared in your GL:

Required Accounts

  • Divvy Clearing (Bank/Asset)
  • Employee Reimbursements (Liability)
  • Vendor Payments (Expense, if using Bill.com pay)
  • Uncategorized Divvy Spend (Expense)

Optional (but recommended)

  • Divvy Cashback/Rewards (Income)
  • Divvy Card Fees (Expense)
  • Departmental Expense Accounts (Expense)

2. Choosing Your Integration Method

You have two main options for handling Divvy expenses in your General Ledger.

Method A: Manual Entry & Spreadsheet Reconciliation

This involves manually transcribing Divvy data into your GL.

Pros:
  • No setup cost.
  • Full manual control.
  • Simple for very low volume.
Cons:
  • Time-consuming.
  • Prone to human error.
  • Delayed reporting & reconciliation.

Method B: API-based Connector (Divvy/Bill.com Direct Sync)

Leveraging Divvy’s native integration capabilities.

Expert Tip: We strongly recommend using the native Divvy/Bill.com integration with your GL. It automates coding, matches receipts, and streamlines reconciliation, freeing up significant accounting time.

3. Step-by-Step: GL Integration with Divvy

Here is the high-level workflow for automating your Divvy expenses.

Here is a sample code block showing a typical expense transaction record.

{
  "transaction_id": "T123456",
  "amount": 75.50,
  "category": "Office Supplies",
  "merchant": "Staples",
  "employee": "Jane Doe",
  "receipt_attached": true
}

4. Configuring Divvy for GL Sync

  1. 1

    Connect Your GL System

    Authorize Divvy to connect with your accounting software (e.g., QuickBooks Online, NetSuite, Xero). Grant necessary permissions.

  2. 2

    Map GL Accounts

    Assign Divvy expense categories, departments, and vendors to the corresponding accounts in your General Ledger for automated coding.

  3. 3

    Define Policy Rules

    Set up custom spending policies, budget limits, approval workflows, and receipt requirements directly within Divvy.

Common Error: Incorrect Account Type

Make sure your Divvy Clearing account in your GL is set up as a Bank account type. This is crucial for matching statement payouts and deposits correctly.

5. Testing Your Setup & Policy Compliance

Test Run Checklist

  • Process a test transaction through Divvy
  • Verify automatic coding to the correct GL accounts
  • Confirm receipt capture and attachment to the transaction
  • Check if policy violations are flagged correctly by Divvy

Need Help?

Get Support

Having trouble setting up your Divvy integration or refining policies? Our team specializes in automated spend management solutions.

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