How do I connect AP automation to Foundation Software for construction invoices?

Prerequisites

• ERP Access and Admin Credentials: You'll need full access to your Foundation Software instance to configure integrations and user permissions.
• Cost Code Structure: Map your construction job, phase, and cost code hierarchy to ensure invoices are accurately routed.
• Approval Hierarchy: Determine your AP approval workflow by project, cost threshold, or other construction-specific criteria.
• Stakeholder Buy-In: Involve your project managers, field teams, and accounting staff to ensure a successful rollout.

Step-by-Step Implementation

1. Integrate with Foundation Software: Connect your AP automation software to Foundation Software using a pre-built integration or custom API. Map data fields to ensure seamless invoice sync with Foundation's job costing and AP modules.
2. Configure Cost Code Mapping: Align your construction job, phase, and cost code structure within Foundation Software to correctly categorize invoices as they flow through the system.
3. Set Up Approval Workflows: Determine your AP approval hierarchy based on project, cost, or other construction-specific criteria. Provision user access and permissions accordingly.
4. Onboard Field Teams: Train your project managers and field staff on submitting invoices through the mobile-friendly AP automation tools.
5. Pilot with One Project: Test the new AP workflow on a single project before scaling across your entire construction business.
6. Monitor and Optimize: Track adoption, invoice processing time, and other KPIs. Iterate on your approval flows and cost code mapping as needed.

Common Pitfalls

• Ignoring Field Team Adoption: Failing to get buy-in and training for your project managers and superintendents can undermine the new AP process.
• Incorrect Cost Code Mapping: Not aligning your construction cost codes within Foundation Software can lead to invoicing errors and delayed payments.
• Skipping the Pilot Phase: Rushing to scale the new AP workflow before testing it can cause significant disruptions to your finance operations.
• Inadequate ERP Integration: Incomplete or poorly-timed integration between your AP automation and Foundation Software can create data silos and reconciliation issues.

How Vergo Makes This Easier

Vergo's construction-specific AP automation software includes a pre-built integration with Foundation Software. Our mobile-first tools make it easy for your field teams to submit invoices, while configurable approval workflows ensure construction-relevant processes align with how Foundation Software manages job costs and AP. Vergo is card-agnostic, connecting to your existing credit cards without requiring you to switch. Get started with Vergo to streamline your construction finance operations in Foundation Software.

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 Foundation Software, syncing coded expenses directly into job cost and general ledger without manual re-entry.

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