Key takeaways
- Yes: expense sheets, receipts, mileage, approvals and reimbursement are built into Maconomy.
- Maconomy Touch lets staff submit expenses and mileage and approve them on a phone.
- Approval can depend on amount or job number, and a sheet cannot post until approved.
- Vergo adds company card coding by inference and creates expense sheets through Maconomy's API.
Where should you go next?
- Vergo's Deltek Maconomy integration
- What expense management software integrates with Deltek Maconomy?
- Get started with Vergo
What does Maconomy's expense management include?
- Expense sheets: create, copy, submit and approve or reject.
- Receipts: attached per line or uploaded in a batch.
- Mileage: recorded on the sheet.
- Line coding: job number, task, activity, location, entity, project and tax code.
- Mobile: Maconomy Touch for submitting and approving.
Where does the built-in option leave work for finance?
- Coding accuracy: the right job, task and activity depend on the employee.
- Card spend: Deltek's documentation we reviewed does not describe a card transaction feed for Maconomy.
- Late sheets: receipts wait until the employee sits down to file.
When is a separate tool worth it?
When firm cards carry most of the spend and project accountants spend the close correcting job and task 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. Once your IT enables API access, Vergo creates expense sheets with receipts attached through Maconomy's Containers Web Service, coded to job, task and activity.
How Vergo works alongside Maconomy
Maconomy stays your system for jobs, billing and approvals. Vergo fills the expense sheet from the card transaction instead of the employee, so the consultant only answers a text and the project manager still approves in Maconomy. 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 agency account director pays for a client workshop venue on the firm card. Instead of a sheet filed three weeks later, Vergo texts for the receipt the same day, proposes the client job, the workshop task and the billable activity from the director's recent charging, and creates the expense sheet line for approval. The cost is on the job before the next billing run.
Frequently Asked Questions
Does Maconomy handle mileage?
Yes. Mileage is recorded on expense sheets and can be submitted from Maconomy Touch.
Can Maconomy approvals depend on the job?
Yes. Deltek documents approval depending on factors such as amount or job number, and a sheet cannot post until approved.
What does Vergo add?
Coding of company card spend to job, task and activity by inference, and receipt collection by text.
Who sets up the connection?
Your IT enables Maconomy API access once; Vergo handles the rest.
Do we need to change cards?
No. Connecting your existing cards involves no card applications, no re-issuing and no banking change.
