Credit Card Reconciliation From 10 Days to 2 Days
Problem
Pacific Tech Construction’s accounting team spent 7–10 days every month closing credit card statements. Receipts were emailed by each cardholder, downloaded by accounting, attached to invoices, and then keyed line-by-line—stalling month‑end close and tying up senior staff.
About the Customer
Founded in 1995 and headquartered in Kelso, Washington, Pacific Tech Construction is a full‑service general contractor and design‑build firm. The company delivers industrial, commercial, institutional, and government projects across the Pacific Northwest.
Credit card reconciliation has always been a long, drawn out process. We had to connect every credit card holder, download the receipt they emailed us, attach it to an invoice in our system and manually enter each invoice. One by one.
Antony Martignetti
The Challenge
Coordinating credit card spend across field teams and the back office introduced delays and errors. Accounting chased receipts, re‑entered data into the ERP, and reconciled statements manually. As their card program grew, so did the administrative burden and the risk of late close.
The process would take us around 7-10 days to close out at the end of the month. Now we use Vergo, each employee has an app and they just snap a picture, choose the cost type and that is it. Now, credit card reconciliation takes us around 2 days to complete at the end of the month. The app is super easy to use; all employees of all ages have been able to pick it up.
Antony Martignetti
The Process
Pacific Tech evaluated options to automate receipt capture and reduce manual entry without disrupting the field. Vergo’s construction‑first approach matched their workflows: a mobile app for cardholders, automated coding, and a clean review queue for accounting—connected to their ERP.
Would absolutely recommend Vergo to any and every business that has business credit cards.
Antony Martignetti
The Solution
With Vergo, each cardholder snaps a photo of the receipt, selects the cost type, and the transaction is auto‑coded. The image is attached to the card transaction and synced back to the ERP. Accounting reviews exceptions instead of re‑creating every line item.
Results
- Reconciliation time dropped from 7–10 days to 2 days.
- Hundreds of hours saved annually across accounting and project teams.
- Earlier month‑end close enables faster reporting and job‑cost visibility.
Reducing Errors
Automated capture and coding reduces copy‑paste mistakes and missing documentation. Every transaction retains its original receipt image, and standardized fields (job, cost type) drive cleaner data in the ERP for payables and project reporting.
Antony Martignetti
Streamlining Expense Management
Adoption was smooth: employees of all ages picked up the app quickly. Managers get visibility without more spreadsheets, and controllers gain control without adding headcount. Vergo centralizes card activity so finance can scale the program with confidence.
Conclusion
Pacific Tech transformed a week‑long, manual card close into a two‑day, documented workflow. By meeting field users where they work and integrating with the ERP, Vergo removed bottlenecks, tightened controls, and gave time back to the team.
