Key takeaways
- Yes: xTuple includes time and expense sheets with approval, as part of project accounting.
- Approved sheets become unposted AP vouchers; reimbursement goes through AP check disbursement.
- Project accounting is included in Enterprise edition and sold as an extension for others.
- Card spend coding and receipt collection are where Vergo adds work-saving automation.
Where should you go next?
- Vergo's xTuple integration
- What expense management software integrates with xTuple?
- Get started with Vergo
What does xTuple include for expenses?
- Time and expense sheets for employees and contractors.
- Approval before a sheet can be vouchered.
- Vouchers with G/L account, project, expense category and tax on each distribution.
- AP payment of reimbursements to employees set up as vendors.
How does card spend get into xTuple?
xTuple's documentation does not describe a card feed. In practice, card charges are entered as vouchers against the card issuer from the statement, with distributions chosen by whoever keys them. Receipts are collected outside xTuple.
Where does that leave work for finance?
- Keying vouchers from card statements.
- Profit center and project chosen by hand.
- Receipt chasing from plant and sales staff.
When is a separate tool worth it?
When company cards carry more spend than expense sheets do. 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 through xTuple's public API, reads G/L accounts and projects, and creates and posts vouchers with coded distributions.
How Vergo works alongside xTuple
xTuple stays your ERP, now described as a CAI Software company. 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. Every coding shows why it was chosen, so a reviewer confirms in seconds instead of re-coding by hand.
How do sheets and cards fit together?
Many xTuple companies keep time and expense sheets for project staff and add a card tool for purchasing, maintenance and sales. Both end as vouchers in AP, so payment and reconciliation stay in xTuple.
Frequently Asked Questions
Where are expenses in xTuple?
In project accounting, as time and expense sheets that are approved and then vouchered.
Do all xTuple editions include time and expense?
xTuple describes project accounting as included in Enterprise edition and available as an extension for other editions.
Does xTuple import card transactions?
xTuple does not document a card feed. Vergo takes transactions from the cards you already have.
How does Vergo post to xTuple?
As vouchers created and posted through the xTuple API.
Do we need to change cards?
No. Connecting your existing cards involves no card applications, no re-issuing and no banking change.
