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BuchhaltungsButler Export Interface

Support Spesenfuchs
Modified on: Fri, 2 Oct, 2026 at 10:36 AM

TABLE OF CONTENTS

BuchhaltungsButler is an online accounting software. If you use BuchhaltungsButler, you can configure the interface in Spesenfuchs and transfer postings and the associated receipts to BuchhaltungsButler.

The transfer can be performed either manually or automatically. For a successful export, certain settings in BuchhaltungsButler and Spesenfuchs must match.

BuchhaltungsButler API-KEY

To connect to BuchhaltungsButler, you need your personal API-KEY from BuchhaltungsButler. This is used to authenticate you as a user with BuchhaltungsButler.

You can find the API-KEY in BuchhaltungsButler under: Einstellungen → API-Zugang.

Select the partner service Spesenfuchs and activate it. Your API-KEY will then be displayed.

Copy the complete API-KEY and paste it into the API-KEY field in Spesenfuchs.

Interface active

To use the interface, you must activate it. To do so, select Interface active.

This makes BuchhaltungsButler available as an export destination for manual exports and allows you to configure additional interface settings.

Requirements for configuration

For a successful export, certain settings in BuchhaltungsButler and Spesenfuchs must match.

  • The same chart of accounts must be used in both systems.
  • The setting for whether a collective creditor account is used must match.
  • The setting for whether only a GwG collective item is used must match.
  • The Use creditors setting must be the same in both systems.
  • The vereinfachter Umfang setting under Einstellungen → Kontenrahmen in BuchhaltungsButler must not be activated. If it is activated, certain accounts required for travel expense accounting are not available.

Important: Settings are not automatically synchronized between BuchhaltungsButler and Spesenfuchs. Changes may therefore need to be made in both systems.

Creditors and liability accounts

The Use creditors setting determines how a user's expenses are assigned in accounting. The setting must be identical in Spesenfuchs and BuchhaltungsButler.

Use creditors = ON

If you use creditors, the corresponding fields in Spesenfuchs and in the reports are called Creditor.

Creditor numbers must be between 70001 and 99999.

Creditor numbers must be created manually in both Spesenfuchs and BuchhaltungsButler. Make sure that the same creditor number is used in both systems.

Use creditors = OFF

If you work without creditors, Spesenfuchs uses the liability account stored for the respective user for the posting.

For transfers to BuchhaltungsButler, liability accounts from the following account ranges are supported, depending on the chart of accounts used:

SKR03

  • 630 to 755
  • 1348 to 1349
  • 1371
  • 1700 to 1708
  • 1730
  • 1792
  • 1890 to 1899

SKR04

  • 1486
  • 1510
  • 1530
  • 2180 to 2189
  • 3150 to 3248
  • 3400 to 3519
  • 3560 to 3569
  • 3610
  • 3630 to 3639

The liability account used in Spesenfuchs must also exist in BuchhaltungsButler. The liability account in BuchhaltungsButler must be a so-called Basiskonto.

You do not need to change all accounts in BuchhaltungsButler. What matters are the accounts that are actually used in Spesenfuchs for the postings to be exported.

If the liability account stored for the user is not supported, the associated expense cannot be exported completely.

Cost centers and cost units

If you enter a cost unit in Spesenfuchs, it is transferred to the Kostenstelle 2 field in BuchhaltungsButler during export.

The assignment entered in Spesenfuchs is therefore also available in BuchhaltungsButler for further processing and analysis.

Charts of accounts other than SKR03 and SKR04

The interface is primarily designed for the SKR03 and SKR04 account assignments supported by Spesenfuchs. If you use a different chart of accounts, such as SKR42, the accounts available or predefined in BuchhaltungsButler may differ from the account ranges supported by the interface.

This applies in particular to liability accounts if you work without creditors. An account that exists or is predefined in BuchhaltungsButler is therefore not automatically suitable for transfer via the interface.

When using a different chart of accounts, check in particular:

  • which creditor or liability account is assigned to the user in Spesenfuchs,
  • whether this account exists in BuchhaltungsButler,
  • whether it is a Basiskonto in BuchhaltungsButler,
  • whether the account is within the account ranges supported by the interface.

If a particular transaction cannot be represented directly using the selected chart of accounts, you can adjust the account assignment in Spesenfuchs under Settings → Accounting.

Check and save

Once you have activated and configured the interface, save your settings. Spesenfuchs automatically performs several technical and organizational checks.

  • Can a connection to BuchhaltungsButler be established?
  • Are there duplicate creditor or clearing accounts in Spesenfuchs?
  • Does each person have a unique employee number?

Please note: This check does not allow Spesenfuchs to fully determine whether all accounts available in BuchhaltungsButler are suitable for subsequent exports. In particular, if you use a different chart of accounts, you should additionally check the accounts being used.

Spesenfuchs tries to automate as much as possible. However, for certain settings and account assignments, you must determine which accounts should be used.

Automatic synchronization

You can perform a manual export to BuchhaltungsButler by selecting BuchhaltungsButler under Export in the main menu.

Automatic export is more convenient. Once you have fully configured the interface, completed expenses are automatically transferred to BuchhaltungsButler overnight.

In the Export section of the dashboard, you can see whether the transfer was successful or whether information is still missing for individual expenses or settings need to be corrected.

Send me an email after automatic export

If you activate this option, you will receive an email whenever an automatic export has been performed and data has been transferred or notices or errors occurred during the transfer.

If there are no expenses to transfer, you will not receive an email.

Export with notices

Spesenfuchs may report an export as “completed with notices” if individual expenses could not be processed completely.

In this case, an associated receipt may already be visible in BuchhaltungsButler even though the posting data for the expense was not transferred successfully.

A visible receipt in BuchhaltungsButler therefore does not automatically mean that the associated posting has also been exported completely.

Why was the receipt transferred but the expense not exported?

When data is transferred to BuchhaltungsButler, receipts and the associated posting information are processed. If, for example, a stored creditor or liability account cannot be processed, the receipt may already have been transferred while the associated posting was not exported successfully.

In this case, Spesenfuchs identifies the affected expenses in the export message.

If an export is completed with notices, check in particular:

  • whether the same chart of accounts is used in Spesenfuchs and BuchhaltungsButler,
  • whether the Use creditors setting is identical in both systems,
  • whether the correct creditor or liability account is stored for the affected user,
  • whether this account exists in BuchhaltungsButler,
  • whether the account is correctly configured as a Basiskonto in BuchhaltungsButler,
  • whether the liability account used is within the supported account ranges.

Correct the relevant setting and then run the export again.

Other notes

  • The setting that determines whether meal deductions are deducted directly from the daily allowance or posted separately can be found under Settings → Accounting → Calculation.
  • When splitting hospitality expenses 70/30, please note that BuchhaltungsButler cannot import split postings. Therefore, the full amount is transferred and the split must subsequently be performed manually in BuchhaltungsButler.
  • When using charts of accounts other than SKR03 or SKR04, some transactions may not be represented directly. Accounts can be adjusted in Spesenfuchs under Settings → Accounting.

Special cases

Low-value assets (GwG)

The account for low-value assets SKR03 0480 / SKR04 0670 is not included in BuchhaltungsButler by default.

If you want to enter receipts using the Low-value assets receipt type in Spesenfuchs, you have two options:

  1. Activate the Use collective item for low-value assets only option in the export settings.
  2. Alternatively, use a custom chart of accounts in Spesenfuchs and enter the corresponding account from BuchhaltungsButler for the low-value assets receipt type, for example 4855 for SKR03.

Company-paid expenses

Expenses paid by the company are also posted to the stored creditor or liability account.

In BuchhaltungsButler, these expenses automatically receive a note indicating that they were paid by the company and do not need to be reimbursed to the employee. You can then assign the corresponding bank transaction to these expenses in BuchhaltungsButler.

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