Does Deltek WorkBook have built-in expense management?

Key takeaways

• Yes: WorkBook's Time & Expense area covers personal expenses and mileage, with approval.
• The mobile app lets staff photograph receipts and submit expenses.
• Corporate card transactions can be imported and mapped to jobs.
• Vergo proposes job, activity and task for card spend and collects receipts by text.

Where should you go next?

• Vergo's Deltek WorkBook integration
• What expense management software integrates with Deltek WorkBook?
• Get started with Vergo

What does WorkBook include for expenses?

• Personal expense entries: add, approve and duplicate.
• Mileage entries, including entries on behalf of another employee.
• Mobile app: photograph receipts and move entries from preparation to approval.
• Credit card import: brings corporate card transactions in to map to jobs.
• Creditor invoices: supplier invoices with role-based approval.

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

• Job mapping: imported card lines still need a job and activity.
• Receipt chasing: staff attach receipts when they get round to it.
• Re-billing risk: costs on the wrong job are never billed.

When is a separate tool worth it?

When agency cards carry most of the spend and finance spends the month-end mapping imports to jobs. 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 WorkBook API access, Vergo creates expense reports with receipts through WorkBook's REST API, coded to job, activity and task.

How Vergo works alongside WorkBook

WorkBook stays your agency system for jobs, estimates and billing, and its approvals still apply. Vergo prepares the expense report from the card transaction, so the producer answers a text rather than filling in a form. 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's monthly card import brings in forty lines from a producer's card, each with just a merchant and an amount. In WorkBook, finance maps each line to a job. With Vergo, the producer answered a text with the receipt at the time of purchase, and each line already carries a proposed job and activity when finance reviews it.