What are the best alternatives to HH2 for construction reimbursement management?

Key takeaways

• Vergo provides purpose-built reimbursement workflows with line-item cost-code allocation, multi-level approval routing, and integrations across major construction ERPs.
• HH2's expense tools were designed as payroll extensions rather than standalone reimbursement engines, limiting approval routing flexibility and job-cost granularity.
• Construction-specific reimbursement platforms must assign cost codes at the line-item level, route approvals by project manager and threshold, and sync directly into job-cost ledgers.
• HH2 may suffice for smaller firms under $50M revenue with simple reimbursement volume and exclusive Sage 300 CRE usage.

The Core Difference for Construction Reimbursement Management

HH2 has earned its reputation in construction back-office automation, particularly for remote payroll entry and time capture tied to Sage 300 CRE and Sage Intacct. However, construction CFOs evaluating options beyond HH2 often hit friction around reimbursement-specific workflows. HH2's expense tools were designed as extensions of its payroll platform — not as standalone reimbursement engines. This means limited approval routing flexibility, minimal field-friendly receipt capture, and less granular job-cost allocation than many multi-entity GCs and specialty contractors require. A construction-specific reimbursement platform needs to do three things HH2 struggles with: assign cost codes at the line-item level automatically, route approvals by project manager and cost threshold, and sync completed reimbursements directly into your ERP's job-cost ledger without manual journal entries.

When HH2 May Be Enough

HH2 makes sense when your firm is under $50M revenue with simple reimbursement volume and you already use HH2 for payroll and want one vendor. It works adequately when reimbursements are infrequent and don't require multi-level approval, particularly if you operate exclusively in Sage 300 CRE with no plans to change. For firms with minimal field crew activity and straightforward cost allocation needs, HH2's basic expense capabilities paired with its payroll strength can provide sufficient coverage. The platform delivers value when simplicity and vendor consolidation outweigh the need for advanced reimbursement-specific features. Firms in this category typically process fewer than twenty reimbursements per month and maintain cost structures that don't demand line-item precision for WIP reporting or project profitability analysis.

When You Need a Construction-Specific Reimbursement Platform

Construction-specific reimbursement platforms become necessary when field crews submit reimbursements weekly across multiple job sites and your CFO requires cost-code accuracy at the line-item level for WIP reporting. You need dedicated construction capabilities when approval chains must route by project, cost threshold, or entity, or when your ERP is Vista, Spectrum, Foundation, or a multi-ERP environment. Auditors flagging reimbursement documentation gaps signals the need for purpose-built tools, as does managing per diem rules that vary by project location and labor classification. Firms running projects across state lines face varying GSA rates and union agreements that generic expense tools cannot accommodate. Multi-tier approval structures — routing through project managers, then controllers, then CFOs based on dollar thresholds — require workflow engines designed for construction's unique command structure rather than corporate hierarchies.

A Practical Example

A specialty contractor running fifteen active projects across six states processes approximately 120 employee reimbursements monthly. Field superintendents submit receipts for project supplies, mileage between job sites, and client meals. Each reimbursement line item must map to a specific job number, cost code, and cost type for accurate WIP reporting. The controller requires project managers to approve reimbursements under $500, while amounts above that threshold route to the regional VP before reaching accounting. Per diem rates vary by location and trade classification, following GSA tables for federal projects and negotiated rates for private work. Month-end close depends on reimbursements syncing directly into Vista's job-cost ledger with complete documentation attached. HH2's header-level cost assignment and single-tier approval routing cannot support this workflow without significant manual intervention and spreadsheet tracking outside the system.

How Vergo handles this

Vergo manages employee reimbursements alongside card spend and AP invoices through one coding model — same coding, same review, one reconciliation. Employees handle everything by text message with no app to download or portal login, and Vergo chases missing receipts itself. Approval workflows are optional and fit how you already control spend: route by GL account, by amount, or by project, or skip approval flows entirely and let policy flags catch only what breaks a rule. Vergo proposes the coding by inference from your own accounting structure and history, so new vendors are coded on first sight with no keyword lists to maintain. Every coding shows why it was chosen, so a reviewer confirms in seconds instead of re-coding by hand. Transactions are ready to code the moment they happen with no waiting for clearing, and once they clear, they sync into your accounting or ERP software. Vergo integrates with every ERP and accounting software, handling construction-specific job-cost structures across platforms.

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