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Create an SFTP account with an SSH key

To send import files to Expense through SFTP, you need an SSH key pair. You create the keys on your computer, upload the public key to Expense and then test the connection.

🔑 How it works

Step What you do
1 Create a key pair: a public and a private key
2 Upload the public key to Expense
3 Test the connection with the private key, for example in FileZilla

⚠️ The private key is like a password. Store it securely and never share it. Only the public key is uploaded.

👉 Applies to: administrators or IT staff who set up Custom import through SFTP.

💻 Step 1 – Create the key pair

Windows (PuTTYgen)

  1. Download and install PuTTY from putty.org.
  2. Open PuTTYgen and click Generate. Move the mouse pointer until the bar is full.
  3. Click Save public key and save the file, for example as pub_key.
  4. Click Save private key and save the file, for example as priv_key. Leave the passphrase empty if you are asked.

Mac and Linux (Terminal)

  1. Open Terminal.
  2. Run the command:
ssh-keygen -t rsa -b 4096 -C "your email address"
  1. Choose a folder for the keys.
  2. Press Enter twice to leave the passphrase empty.

✅ You now have two files. The public key is called id_rsa.pub and the private key id_rsa.

📤 Step 2 – Upload the public key

💡 Before you start: Expense support activates Automated Export for your company. Contact support if it is not activated.

  1. Go to Administrate > Settings > Automated export.
  2. Under FTP Configuration, you see the FTP user, host and port. Note them, since you need them in step 3. If you have child companies, you can choose them under Use same settings for child companies and click Save.
  3. Under FTP Public Keys, enter a Key Title, for example Expense Public key.
  4. Click Choose File, choose the file with the public key and click Import.

✅ The public key is uploaded and you can connect to your Expense FTP account.

🧪 Step 3 – Test the connection

  1. Download and install FileZilla.
  2. Open the Site Manager through the icon or File > Site Manager.
  3. Create a new site and fill in host, port and FTP user.
  4. Choose the protocol SFTP and the logon type Key file, and choose your private key.
  5. Click Connect.

✅ If you get the response Success, the connection works.

❓ Frequently asked questions (FAQ)

Which key should be uploaded?
Only the public key. The private key stays with you.

Do I have to use FileZilla?
No, any SFTP program that supports key files works. FileZilla is a free option.

What do I do if the connection fails?
Check the host, port and FTP user, that the protocol is SFTP and that you have chosen the private key.

What do I do if the private key is lost?
Create a new key pair and upload the new public key.

✅ Summary

  • 🔑 Create a key pair with PuTTYgen or Terminal
  • 📤 Upload the public key to Expense
  • 🧪 Test the connection with the private key
  • 🔒 Never share the private key

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