Export Payments via BGC and Payment Files in Expense
With Expense, you can create payment files for Bankgirocentralen (BGC) and other supported banking formats to automate the reimbursement of employee expenses and allowances. By exporting payment files, you reduce manual work, minimize the risk of errors, and streamline your company's payment processes. This functionality is ideal for organizations that want to manage reimbursements efficiently outside of their payroll system.
How Does BGC Export Work?
BGC export allows you to create a payment file that is uploaded to your bank for processing.
To use this functionality, you need:
- 🏦 Correct banking information
- 🔑 Company identification details
- 📊 Approved reports and transactions
👉 Most banks use the ISO Pain 20022 payment format.
Basic Requirements
Before payment exports can be used, the following information must be configured:
- 🌍 IBAN
- 🔐 BIC Code
- 🏢 Company Identification
👉 Without these details, payment exports cannot be generated.
Prepare Before Exporting
Ensure that all users have valid banking information registered in Expense.
Step-by-Step
- Navigate to Administration > People
- Verify that each user has:
- Clearing Number
- Account Number
✅ These details are required for reimbursement payments.
Export to BGC
Step-by-Step
- Ensure all reports and transactions are Approved
- Navigate to List All
- Note the reporting dates for the reports you want to pay
- Go to Export to BGC
- Enter:
- From Date
- To Date
- Select the Payment Date
- ⚠️ Bank processing normally takes approximately 3 banking days
- Click Control Print
- Review the payment file carefully
- Click Export
✅ The payment file is now ready to be uploaded to your bank.
Previous Exports
To review previously created payment files:
- Navigate to Previous Exports
- Review exported payment files
👉 Useful for audit trails, payment verification, and historical tracking.
BGC Export Settings for ISO Pain 20022
The following information must be configured correctly:
- 🏢 Company Identification – Company Name / Organization Number
- 💳 Bankgiro Number – Company's Bankgiro account
- 🌍 IBAN – Company's IBAN account number
- 🔐 BIC – Bank's BIC code
✅ Correct setup ensures that the payment file can be accepted by the bank.
Additional Requirements for Swedbank v.2
For organizations using Swedbank v.2, the following information is also required:
- 🏢 ORI Number
- 🔢 CPO Number
Important Information
- ✅ The ORI Number is used as the company identifier instead of the organization number.
- ✅ The CPO Number is required by Swedbank for payment processing.
Swedbank Account Number Requirements
For users with Swedbank accounts, bank details must follow this format:
Required Format
- 🔢 Clearing Number: 5 digits
- 💰 Account Number: 10 digits
👉 The total format must be 5 + 10 digits.
If the Account Number Contains Fewer Than 10 Digits
Add leading zeroes (0) until the account number contains exactly 10 digits.
Example
Instead of:
Use:
✅ This ensures the account number meets Swedbank's requirements.
Common BIC Codes
Swedish Banks
- Swedbank: SWEDSESS / SWEDSESSXXX
- Danske Bank: DABASESX
- Nordea: NDEASESS
- SEB: ESSESESS
- Handelsbanken: HANDSESS
- DNB: DNBASESXXXX
DNB Users
👉 Select ISO Format Version 3 when configuring exports.
✅ This ensures compatibility with DNB's payment file requirements.
What Happens After Export?
Once the export is completed:
- 📤 The payment file is downloaded
- 🏦 The file is uploaded to your bank
- 💰 Payments are processed according to the selected payment date
👉 Always verify in your online banking system that the file has been received and approved successfully.
When Should You Use BGC Export?
BGC export is particularly useful when:
- 💰 Expense reimbursements are paid through the bank
- 📊 A large number of payments need to be processed
- 🏢 You want to automate payment workflows
👉 It reduces manual administration and improves payment accuracy.
💡 Best Practice Tips
Before Creating the File
- ✅ Verify that all banking details are complete
- 📊 Always review the Control Print before exporting
- 🗓️ Plan payment dates several banking days in advance
- 👤 Verify user account information regularly
👉 These steps help prevent delays and rejected payments.
Frequently Asked Questions (FAQ)
Why is my export not working?
Verify that your IBAN, BIC, Bankgiro Number, and company identification details have been entered correctly.
How long does payment processing take?
Payments are typically processed within approximately 3 banking days, depending on your bank's procedures.
What does the Control Print do?
The Control Print displays a preview of the payment file before it is exported, allowing you to verify the information before sending it to the bank.
Summary
- 🏦 Export payment files directly from Expense to BGC or ISO formats
- 📊 Correct bank and company information is required
- 🌍 Configure IBAN, BIC, Bankgiro Number, and Company Identification
- ✅ Use the Control Print feature to verify the file before export
- ⏱️ Allow approximately 3 banking days for payment processing
- 🚀 Automate reimbursements and improve payment efficiency with BGC exports