How does Vergo's expense management connect to Epicor BisTrack?
Through the Epicor BisTrack API. Customer-provisioned — the BisTrack API sits in your environment, so your IT team enables access once and Vergo takes it from there. Epicor BisTrack runs cloud or on-premise, and its API supports both reading and writing, which is why spend posts into Epicor BisTrack rather than arriving as a file somebody has to import. The vendor documents the interface publicly (Epicor BisTrack API documentation).
Coding is agreed once, up front. You tell Vergo how card spend should land in Epicor BisTrack — which jobs, branches and cost codes apply to which kinds of purchase — and that mapping is what every posted transaction follows.
What happens to a card charge before it reaches Epicor BisTrack?
The work happens at the point of sale, not at month end. A cardholder buys something on a Vergo card, gets a notification on their phone, photographs the receipt and picks the coding from a list drawn from your own Epicor BisTrack setup. If they skip it, Vergo keeps asking until the charge is complete.
Approval happens in Vergo, on the transaction, while the purchase is still fresh in everybody's memory. Nothing reaches Epicor BisTrack until it has a receipt, a code and an approver — a different situation from a statement that arrives three weeks later with forty lines and no context.
Policy is enforced before the money moves rather than argued about afterwards. Limits sit on the card itself: per transaction, per month, per merchant category, per person. A purchase outside the rules does not go through, so there is no awkward conversation and no out-of-policy line to explain in Epicor BisTrack later.
What does it actually post?
A completed transaction: amount, merchant, date, receipt image, the coding your team agreed, and the record of who approved it. Because the Epicor BisTrack API supports writing, that record lands in the ledger as a posted entry rather than a draft somebody still has to finish. Vergo reads back from Epicor BisTrack as well, which is how the coding options stay current when your accounts or jobs, branches and cost codes change.
Corrections stay simple. If something was coded wrong it is fixed the way any posting error is fixed in Epicor BisTrack — you are not unpicking a proprietary sync or re-importing a file.
What does this change at month-end close?
It removes the card reconciliation queue. The controller's usual job — matching a statement to receipts, chasing the four people who never sent theirs, then keying coded lines into Epicor BisTrack — is already done by the time close starts, because it was done by the person who made each purchase.
Reporting also stops lagging. When card spend posts continuously instead of in a monthly batch, the numbers in Epicor BisTrack reflect what has actually been committed, so anyone reviewing costs mid-month sees a near-complete picture rather than one missing every card purchase since the last statement.
Who is this for?
Finance teams running Epicor BisTrack with real card volume across several people or sites, currently absorbing that volume through manual entry. The gain scales with how many cards are out and how many jobs, branches and cost codes each charge has to be split across.
Vergo also covers AP automation and reimbursements on the same Epicor BisTrack connection, so vendor bills and employee out-of-pocket claims follow the same coding, approval and posting path as card spend.
Does Vergo integrate with Epicor BisTrack?
Yes. Vergo connects through the Epicor BisTrack API, and coded, approved card spend posts into Epicor BisTrack automatically.
Can we control coding before anything posts?
Yes. Cardholders code each charge against your jobs, branches and cost codes at purchase, an approver signs off in Vergo, and only then does it post into Epicor BisTrack.
Does this work whether BisTrack is cloud or on-premise?
Yes. BisTrack is deployed either way, and in both cases the API sits in your environment: IT enables access once and Vergo connects against it. The rest of setup is mapping — branches, jobs and cost codes — followed by a reviewed pilot batch.
Does Epicor BisTrack have built-in expense management?
Epicor BisTrack is an accounting system — it records the result of spend. It is not built to issue cards, capture receipts in the field or enforce limits before a purchase happens, which is the part Vergo adds.
