Payment file to the bank – BGC, ISO 20022 and SUS

🏦 How payment files work

Instead of manual transfers, Expense creates a file with all approved payments. The file is uploaded to the online bank, which pays out on the chosen date.

• 💰 Many payments at once
• ✅ Fewer manual errors – account numbers and amounts come from Expense
• 📊 Full traceability through previous exports

👉 Applies to: administrators and finance staff who pay out expenses outside the payroll system. Most banks today use the ISO 20022 (pain.001) format.

🔧 Step 1 – Fill in the company's bank details

The following must be registered for the file to be created:

• 🏢 Company identification – company name or organization number
• 💳 Bankgiro number
• 🌍 IBAN
• 🔐 BIC – the bank's BIC code

⚠️ If any of these details is missing, the payment file cannot be created.

👤 Step 2 – Check the users' bank details

1. Go to Administrate > Persons.
2. Check that each user has a clearing number and an account number.

👉 Users can also fill in their bank details themselves. See Let users enter their bank details.

✅ Without a clearing number and account number, no payment can be made.

📤 Step 3 – Create the payment file

1. Make sure the expense reports are approved for export and fully authorized.
2. Go to Accounting > List All and note the dates of the expense reports.
3. Go to Accounting > Export to BGC.
4. Enter the from and to dates.
5. Choose the payment date.
6. Click Print checklist and review the content.
7. Click Export.

⚠️ The bank usually needs about 3 banking days to process the payments.

✅ The file is downloaded to your computer and is ready for the bank.

🏦 Step 4 – Upload the file to the online bank

1. Log in to the online bank.
2. Choose the file import function.
3. Upload the payment file.
4. Check and approve the payments.

✅ The bank pays out on the chosen date. Check in the bank that the file has been received.

📂 Step 5 – See previous exports

Go to Accounting > Previous exports and open an export for history and follow-up.

🟠 Swedbank – special requirements

Swedbank v.2

• 🏢 ORI number – used as company identification instead of the organization number
• 🔢 CPO number

The users' Swedbank accounts

• Clearing number: always 5 digits
• Account number: always 10 digits – add leading zeros if needed

👉 Example: 1234567 is registered as 0001234567.

💳 Payment through SUS (Swedbank's payment system)

SUS is an option for Swedbank customers and fits when you pay out to private individuals, for example larger expenses. The recipient needs to be registered in Swedbank's account register.

What you need

• 🏦 IBAN or bankgiro number
• 🔑 Customer number (agreement number for SUS)
• 👤 On each employee: first and last name, clearing and account number, address, employee number and personal identity number
• 🧾 Verification text: your own text with the variable ID, since each payment must have a unique name

How to do it

Follow step 3 and choose SUS as the export format. Then upload the file to Swedbank.

🔐 The SUS file contains personal identity numbers and addresses. Handle it according to GDPR and your internal guidelines, and limit who has access.

🔐 Common BIC codes

👉 For DNB, choose ISO format version 3 when exporting.

🎥 Watch the walkthrough

⚠️ Common errors

• 🚫 The file cannot be created: check that the export format is activated, that the expense reports are approved for export and that the users have bank details.
• 🏦 The bank rejects the file: check the file format, the account numbers and that the bank supports the chosen export type.
• 🔢 Swedbank: check the ORI and CPO numbers and the account number format 5 + 10 digits.

💡 Tips for the best result

• ✅ Always use Print checklist before exporting
• 📅 Plan the payment date at least 3 banking days ahead
• 🧪 Test the export with the bank before you go live
• 👤 Check the users' bank details regularly

❓ Frequently asked questions (FAQ)

Why does the export not work?
Check that IBAN, BIC, bankgiro number and company identification are filled in correctly.

How long does a payment take?
Usually about 3 banking days, depending on the bank.

What does Print checklist do?
It shows what the payment file will look like, so you can spot errors before exporting.

Can several expense reports be paid out in the same file?
Yes, all approved expense reports within the chosen date range are included.

Do all users need bank details?
Yes. Without a clearing number and account number, no payment can be made.

Can I use SUS without Swedbank?
No, SUS is linked to Swedbank and the recipient needs to be registered in Swedbank's account register.

✅ Summary

• 🏦 Create a payment file in Expense and upload it to the bank
• 🔧 IBAN, BIC, bankgiro and company identification must be filled in
• ✅ Use Print checklist before exporting
• 🟠 Swedbank requires ORI/CPO and 5 + 10 digits – SUS is an alternative

🔗 Related articles

• Let users enter their bank details
• Export expenses, per diem and mileage allowance to payroll