# Spendesk integration

Connect Spendesk, choose DATEV ownership, route payable types to Expenses or Payables, and sync approved spend into Cortena.

Connect **Spendesk** so Cortena can import approved payables (with receipts), run your expense workflow and matching, and optionally coordinate **DATEV** export with Spendesk.

**Who this is for:** Finance admins and AP teams who use Spendesk for cards, expense claims, and supplier invoices, and want those documents in Cortena for bookkeeping, review, and export.

![Settings → Integrations → Expenses → Spendesk](https://help.cortena.ai/assets/img/help/spendesk/01-settings-spendesk-integration.jpg)

## 1. Connect Spendesk

1. In Spendesk, open **Settings → Integrations → API access management** and create an API client. Grant **read** scopes for payables, attachments, and (recommended) settlements. If Cortena will export to DATEV and write status back to Spendesk, also grant the experimental **bookkeeping write** scope.
2. In Cortena, open **Settings → Integrations → Expenses → Spendesk**.
3. Enter the **Spendesk API Client ID** and **Client Secret**.
4. Configure DATEV ownership, list workspace routing, and sync start date (sections below).
5. Click **Save**, then **Sync now** (or wait for the scheduled sync).

When connected, the status shows **Connected**. Use **Disconnect from Spendesk** to remove credentials and reset the sync start date.

## 2. DATEV export ownership

Choose who sends Spendesk-origin documents to DATEV:

| Mode | What happens |
| --- | --- |
| **Cortena exports to DATEV** | Cortena can export these documents to DATEV. After a successful export, Cortena can mark the payable as exported in Spendesk (experimental write-back: tick the acknowledgment and ensure the API client has write scope). |
| **Spendesk exports to DATEV** | Cortena **blocks** DATEV export for Spendesk-origin documents. Prepare and export them in Spendesk instead. |

Pick the mode that matches how your finance team already works with DATEV.

## 3. List workspace by payable type

By default, every imported Spendesk payable appears under **Expenses**. You can send specific Spendesk types to the **Payables** list instead.

In **List workspace by payable type**, set each type to **Expenses** or **Payables**:

| Type | Typical use |
| --- | --- |
| Expense claim | Employee reimbursements |
| Supplier invoice | Vendor invoices approved in Spendesk |
| Credit note | Credit notes |
| Single-use virtual card | One-off virtual card purchases |
| Subscription virtual card | Recurring virtual card purchases |
| Physical card | Physical card purchases |
| Refund / cash return | Refunds and late returns |

**Suggestion:** supplier invoices and credit notes often belong in **Payables**; cards and expense claims in **Expenses**.

> **Important:** This only chooses **which list** the document appears in. Types routed to Payables still use the **expense workflow** and the **expense vs Cortena matching** view (same as Expenses). Changing the map does **not** move documents that were already imported.

Mileage and per-diem style allowances without a normal receipt pipeline are **not** imported.

## 4. Sync payables from (UTC)

Set the calendar day from which Cortena should sync payables (**UTC**). Only payables on or after that day are imported.

- Use the date picker or presets (**Today**, **1st: this month**, **1st: last month**, **Last 3 months**, **All exported**).
- The start date is **locked after the first successful sync**. To change it, disconnect Spendesk and reconnect.
- Already imported payables are **not duplicated** on later syncs; payment details may refresh.

Scheduled sync runs in the background; **Sync now** forces an immediate run when you need the latest items sooner.

## 5. What happens after import

For each new payable with a usable receipt, Cortena:

1. Imports the receipt and Spendesk details (dates, amounts, type, allocation hints when available).
2. Runs the **expense** processing and workflow path.
3. Shows **expense vs Cortena matching** so you can reconcile Spendesk allocations with Cortena's booking proposal, even when the document sits on the Payables list.
4. Reflects payment / settlement information from Spendesk where available (for example card clearance or paid expense claims).

## 6. Tips and limitations

- Treat Spendesk as the source of truth for **approval** of spend; Cortena focuses on **bookkeeping, matching, and export**.
- After large batches in Spendesk, use **Sync now** if you need Cortena to catch up immediately.
- Write-back to Spendesk after Cortena DATEV export is **experimental**: enable only if your team has agreed the process and scopes.
- Related guides: [Rydoo](https://help.cortena.ai/guides/integrations/rydoo) · [Expense workflow](https://help.cortena.ai/guides/workflows/expense-workflow)

## Quick reference

| Task | Where |
| --- | --- |
| Connect or disconnect | **Settings → Integrations → Expenses → Spendesk** |
| DATEV ownership | Same page → **DATEV export ownership** |
| Expenses vs Payables list | Same page → **List workspace by payable type** |
| Sync start date (UTC) | Same page → **Sync payables from** |
| Manual sync | **Sync now** |
| Allocation merge rules | [Expense workflow](https://help.cortena.ai/guides/workflows/expense-workflow) |