Expense management that works with Kashoo

Key takeaways

• Vergo reads your Kashoo chart of accounts and codes expenses to the right account, department and class by inference, not rules.
• You keep the cards your business already holds — corporate cards, fuel cards or personal cards used for reimbursement — with no re-issuing or banking change.
• Card spend, employee reimbursements and AP invoices run through one coding model and sync to Kashoo the same way.
• Transactions are ready to code the moment they happen, and sync into Kashoo once they clear.

How does the Kashoo sync work?

Vergo reads your chart of accounts from Kashoo and codes every expense to the right account, department and class, so entries arrive in Kashoo coded and ready to post. Transactions are ready to code the moment they happen — no waiting for clearing — and once they clear, they sync into your accounting system. The coding model infers the right treatment from your accounting structure and history, so you see proposed codes immediately rather than waiting days for transactions to settle before you can begin coding.

Do we have to change cards?

No. Vergo does not issue cards and never asks you to switch. It connects to the cards your business already holds — corporate cards, fuel cards, personal cards used for reimbursement — and connecting your existing cards involves no card applications, no re-issuing and no banking change. This means you keep the card programs, rewards and banking relationships you already have while gaining automated coding and sync to Kashoo.

What is AI-native expense management?

Rules engines match text patterns; when a transaction does not match, a person codes it by hand. AI-native expense management 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. Every coding shows why it was chosen, so a reviewer confirms in seconds instead of re-coding by hand. This matters for Kashoo users because your accounting structure is already built; the expense layer should read it and adapt, not require you to rebuild logic in a separate rules engine.

Do reimbursements and AP invoices work with Kashoo too?

Yes — the same coding model handles card spend, employee reimbursements and AP invoices, and all three sync to Kashoo the same way. Most tools treat these as separate products with separate coding setups; the same vendor coded two different ways is a reconciliation problem you inherit. When card spend, reimbursements and invoices flow through one coding model, the same vendor gets the same account and class treatment everywhere, and your reconciliation in Kashoo reflects one consistent logic.

A practical example

A small professional services firm runs job costing in Kashoo, tracking expenses by client project. An employee buys supplies on a personal Visa and submits a reimbursement; another charges travel to the company Amex. Both transactions read the same chart of accounts, both are coded to the correct expense account and client class, and both sync to Kashoo once cleared. The AP manager sees one coding review queue and one reconciliation workflow, not separate systems for cards and reimbursements.

How Vergo handles this

Vergo integrates with every ERP and accounting software, including Kashoo. It 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. Every coding shows why it was chosen, so a reviewer confirms in seconds instead of re-coding by hand. Transactions are ready to code the moment they happen — no waiting for clearing — and once they clear, they sync into Kashoo. 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. 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. Approval workflows are optional and fit how you already control spend: route by GL account or by amount — or skip approval flows entirely and let policy flags catch only what breaks a rule. Connecting your existing cards involves no card applications, no re-issuing and no banking change.