Key takeaways
- Shipbuilding AP automation must map invoices to hull numbers, Epicor projects and WBS phases, jobs and GL accounts.
- Manual coding and three-way matching create delays between yard procurement and the general ledger, reducing visibility into costs per vessel.
- Effective solutions integrate directly with Epicor, support multi-tier approval workflows by project or amount, and keep audit trails for classification society and government reviews.
- AI-driven coding eliminates the rule libraries and keyword lists that fail when new marine suppliers or hulls appear.
- Vergo codes AP invoices by inference from your Epicor accounting structure and coding history, with every coding showing why it was chosen so reviewers confirm in seconds instead of re-coding by hand.
Where should you go next?
- See the Vergo + Epicor integration
- Learn more about Vergo AP Invoice Automation
- Learn more about Vergo Expense Management
- Learn more about Vergo Employee Reimbursements
Why Shipbuilding Companies Need Specialized AP Automation
Shipbuilding finance teams manage large invoice volumes tied to hull numbers, vessel programs and outside marine services, and generic AP tools cannot map costs to Epicor projects, WBS phases and jobs across multi-year builds. AP clerks end up keying job numbers and GL segments by hand, creating lag between yard procurement and the general ledger. Common pain points include supplier invoices that arrive without a hull or project reference, manual three-way matching across purchase orders, receipts and invoices, approval bottlenecks between yard supervisors, program managers and controllers, duplicate payments to marine equipment vendors across several hulls, and month-end close delays because AP data doesn't sync cleanly to Epicor. Controllers lose visibility into costs per vessel when AP is disconnected from the ERP.
What to Look For in AP Automation for Shipbuilding on Epicor
The platform must work directly with Epicor projects, jobs and the chart of accounts without spreadsheet imports or middleware workarounds. Every invoice should map to a hull number, WBS phase, job and GL account automatically, and the system should match supplier invoices to Epicor purchase orders and receipts. Supervisors and procurement staff need to capture receipts from the dock or fabrication shop without portal logins. Approval workflows should route invoices by dollar threshold, hull or project to the right program manager or controller. Shipbuilding contracts often require cost documentation for government or classification society audits, so a complete audit trail is essential. Long-lead equipment vendors frequently bill on milestones, and the system should track those milestone invoices against the purchase order alongside standard vendor payments.
A Practical Example
A marine equipment supplier delivers propulsion components to the yard for Hull 347, fabrication stage. The receiving supervisor photographs the packing slip and delivery ticket at the dock. The invoice arrives three days later referencing the purchase order but not the hull or project. Without automation, an AP clerk looks up the PO in Epicor, identifies the project and job, keys the coding by hand, then routes a paper copy to the program manager for approval. The program manager is offshore for sea trials, so the invoice waits two weeks. With proper automation, the system infers the hull, project phase, job and GL account from coding history, and routes approval to the program manager by text message. The coded transaction syncs to Epicor the moment it clears, and the controller sees the cost against the vessel budget right away.
How Vergo Handles This
Vergo codes AP invoices by inference from your Epicor accounting structure and coding history—no rule library to build, no keyword lists to maintain, and new marine suppliers are coded on first sight. Every coding shows why it was chosen, so a reviewer confirms in seconds instead of re-coding by hand. 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. Employees handle everything by text message—no app to download, no portal login—and Vergo chases missing receipts itself instead of waiting for a report. Transactions are ready to code the moment they happen—no waiting for clearing—and once they clear, they sync into Epicor. 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.
Related Questions
Frequently Asked Questions
Does Vergo integrate with Epicor for shipbuilding cost tracking?
Yes. Vergo integrates with Epicor and works from your vendor records, purchase orders, projects, jobs and GL accounts in real time. Invoices are coded to the correct hull, WBS phase, job and GL account, eliminating manual data entry for shipbuilding AP teams.
Can AP automation handle three-way PO matching for marine procurement?
It should compare supplier invoices against Epicor purchase orders and receipts and flag discrepancies in quantity, pricing or delivery before payment. This reduces overpayments on the marine equipment and materials common in long-cycle shipbuilding procurement.
How do shipbuilding companies track AP costs by vessel?
With Vergo, every invoice is coded to a specific hull, project phase, job and GL account inside Epicor. Controllers see approved and paid costs per vessel as they happen, improving cost accuracy across multi-year vessel programs without waiting for month-end reconciliation.
What AP automation features matter most for shipbuilding CFOs on Epicor?
Shipbuilding CFOs on Epicor should prioritize direct ERP integration, invoice coding to hull, project and job, automated PO matching, capture by text from the yard, and multi-tier approval workflows. Audit trail documentation and milestone billing tracking are also critical for government and classification-society work.
Can yard supervisors capture receipts from the field with Vergo?
Yes. Supervisors text a photo of packing slips or material receipts from the shipyard, with no app to download. Vergo extracts the key data and routes it for approval automatically.
