Does BQE Core have built-in expense management?

Key takeaways

• Yes: expense entries, approvals, receipts and reimbursement are native to BQE Core.
• Time and Expense is in the Foundations module; credit card reconciliation and Cloud Feeds sit in Accounting.
• Linking an entry to a credit card account marks it as paid on a company card.
• Vergo proposes project and expense item for card spend and collects receipts by text.

Where should you go next?

• Vergo's BQE Core integration
• What expense management tools integrate with BQE Core for engineering firms?
• Get started with Vergo

What does BQE Core include for expenses?

• Expense entries: project, expense item, class, billable, reimbursable and markup, with auto-approve options.
• CORE Mobile: Capture Receipt with OCR, and automatic mileage tracking.
• Reimbursement: approved reimbursable entries become bills, or are paid through payroll.
• Credit cards: charges recorded against a card account and class.
• Cloud Feeds: bank feeds with auto-create rules.

Where does the built-in option leave work for finance?

• Project and expense item choice still rests with the employee.
• Receipt timing: entries wait for the employee to file.
• Card matching: feed lines and entries still need reconciling.

When is a separate tool worth it?

When firm cards carry most reimbursable spend and project accountants chase staff for project codes. Vergo proposes the coding by inference from your own accounting structure and history — no rule library to build, no keyword lists to maintain, and new vendors are coded on first sight. Vergo connects directly through the public BQE Core API, reads your projects, expense items and accounts, and posts coded card spend as expense entries with receipts.

How Vergo works alongside BQE Core

BQE Core stays your practice management and billing system, with approvals intact. 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. 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.

A practical example

An architecture firm on BQE Core has its principals on company cards. A principal pays for model-making materials for a competition entry. In BQE Core alone, the entry waits until the principal logs it and picks a project. With Vergo, a text arrives after the charge, the receipt comes back as a photo, and the accountant sees the competition project and model supplies expense item proposed, marked non-billable, ready to post.