AP automation that works with Exact Online

What makes AP automation AI-native?

AI-native AP automation reads the invoice as a document rather than as a template. It infers the coding from the line items and from the structure and history of your own accounting system, so an invoice from a supplier nobody has set up, in a layout nobody has mapped, is coded on first sight — instead of falling into an exception queue for a person to key. What it reads is the invoice document, line by line, including its line items and their descriptions. The difference shows up on the first transaction from a supplier nobody has set up. A rules engine has no pattern for it, so it queues the item and waits for a person. Vergo reads what was actually bought and proposes the coding from the structure already in Exact Online, then shows why it chose it — so the review is a confirmation, not a re-coding. More on the category in AP automation.

How does it work with Exact Online?

Vergo works with Exact Online in both directions: it reads your chart of accounts out, and coded card spend, reimbursements and AP invoices go back in. However Exact Online is run — on your own servers or hosted — connecting it is our job, not a project for your team. Vergo reads your chart of accounts from Exact Online, codes against it, and posts back coded entries — so what lands in Exact Online is already coded to the right account rather than a lump for someone to break up at month end. The Exact Online API exposes BankEntries, CashEntries, GeneralJournalEntries, PurchaseInvoices and PurchaseEntries — object names from Exact Online's developer documentation, not inference. New accounts appear as they are created, so nobody codes against a stale chart. The same connection carries all three products — see everything Vergo does with Exact Online — and the full spec sheet lives on the Exact Online integration page.

What does this actually look like day to day?

Someone buys something and sends a photo of the receipt. Vergo reads the lines — not just the total — and proposes the account, department and class from your own history with that vendor. The reviewer sees the proposal and why it was chosen, confirms, and the entry is in Exact Online the same day. Nobody types a code, and nothing waits for a month-end scramble.

Does Vergo pay the invoice too?

Vergo captures, codes, approves and syncs invoices; it does not pay them. Payment stays on the rails the business already uses — its bank, its card, its existing payment provider. A team looking for AP automation that also moves the money is better served by a platform built to do both.

What changes at month end?

The work moves from the end of the month to the moment of spend. Because coding happens at capture and syncs to Exact Online as it goes, close is a review of exceptions rather than a backlog of uncoded transactions. Every coding shows why it was chosen, so a reviewer confirms in seconds instead of re-coding by hand, which is what makes a reviewer able to move quickly through it. Card spend, employee reimbursements and AP invoices run through one coding model — same coding, same review, one reconciliation — and payment stays on the rails you already use.

Is this the same as reimbursements?

The difference is whose money was spent. Expense management handles the company card; reimbursement handles an employee's own card or cash. The same coding model runs both, which is why one reconciliation covers them — but a business shopping for one is rarely shopping for the other. If you are looking at the other side of that line, see expense management for Exact Online and reimbursements and expense reports for Exact Online.

Who runs Exact Online?

Exact Online, from Exact, is run by small and mid-sized businesses across industries. If your finance team lives in it, the expense layer should adapt to it — not the other way round. Vergo integrates with every ERP and accounting system, so the answer does not change if you move.