Reimbursement software that maps directly to BQE Core's project hierarchy — phases, cost codes, and expense categories — eliminates the manual re-entry that inflates overhead for architecture firms. Vergo's BQE Core integration syncs project structure bidirectionally, so field receipts captured on mobile are auto-coded to the correct phase and expense category without touching Core manually.
Why Architecture Firms on BQE Core Need Dedicated Reimbursements Software
Architecture firms bill reimbursable expenses back to clients on a project-by-project basis. When your reimbursement tool doesn't talk to BQE Core, controllers manually re-key every expense into the right project, phase, and cost code. That creates billing delays and revenue leakage on reimbursable contracts.
Firms running BQE Core face specific pain points:
- Broken job-cost mapping: Generic expense tools don't understand BQE Core's project-phase-activity hierarchy
- Double entry for AP clerks: Reimbursements approved in one system must be manually recreated in Core
- Delayed client billing: Controllers can't invoice reimbursables until expenses are properly coded in Core
- Lost receipts from site visits: Architects visiting job sites submit expenses weeks late with no project context
- No audit trail per project phase: Finance teams can't trace a reimbursement back to a specific design phase
What to Look For in Reimbursements Software for BQE Core
- Native BQE Core integration. The tool should pull your project list, phases, and cost codes directly from Core—no CSV uploads.
- Job-cost coding at submission. Employees should select the project and phase when they submit, not after the fact.
- Mobile receipt capture. Architects on site visits need to photograph receipts and tag them to a project immediately.
- Multi-level approval workflows. Route approvals by project manager first, then controller, matching your firm's delegation structure.
- Reimbursable vs. non-reimbursable flagging. The system must distinguish client-billable expenses from internal overhead at the line-item level.
- Audit trail per project phase. Every reimbursement should be traceable to a specific phase for contract compliance.
- Real-time sync back to Core. Approved reimbursements should post to BQE Core automatically, updating project budgets instantly.
How Vergo Helps
Vergo is a card-agnostic expense management platform built for construction. Connect any corporate or project credit card and get full visibility and control over field spending.
- Job-cost coding at the point of capture — field teams assign job number, cost code, and cost type from their mobile device before the receipt leaves the job site.
- Per-job spend controls — set card limits by project, cost code, or cardholder so spending stays within approved budgets.
- Mobile receipt capture — superintendents and PMs photograph receipts on-site with automatic data extraction.
- Role-based approval workflows — route expenses through project managers, job-level approvers, and controllers based on your org structure.
- Vergo integrates natively with major construction ERPs, syncing coded expenses directly into job cost and general ledger without manual re-entry.
Related Questions
Frequently Asked Questions
Does Vergo sync project phases and cost codes from BQE Core automatically?
Yes. Vergo pulls your full project hierarchy from BQE Core, including phases, activities, and cost codes. When employees submit reimbursements, they select from your live Core project list. Approved expenses sync back to Core automatically, updating project budgets and reimbursable totals without manual data entry.
Can architecture firms track reimbursable vs. non-reimbursable expenses in Vergo?
Vergo flags each expense line as reimbursable or non-reimbursable at the time of submission. This classification syncs to BQE Core so controllers can generate accurate client invoices for reimbursable costs. It eliminates the manual sorting that delays billing cycles at architecture firms.
How do architects submit reimbursements from job sites using Vergo?
Vergo's mobile app lets architects photograph receipts on-site. OCR reads the amount automatically. The architect tags the expense to a BQE Core project and phase, then submits. The request routes through approval workflows immediately, so expenses don't pile up weeks after a site visit.
What approval workflows does Vergo support for architecture firm reimbursements?
Vergo supports multi-level approval routing. Architecture firms typically route reimbursements to the project manager first for project-level validation, then to the controller or CFO for financial approval. Rules can be configured by amount threshold, project, or expense category to match your firm's delegation of authority.
How does Vergo reduce reimbursement processing time for firms using BQE Core?
Vergo eliminates double entry by syncing directly with BQE Core. Mobile capture, OCR, and pre-populated project codes mean employees submit complete requests faster. Automated routing replaces email chains. Controllers approve in one tap. Most firms cut reimbursement cycle time by more than half after switching to Vergo.