How to automate expense management in Accounting Seed

Key takeaways

• Accounting Seed runs natively inside Salesforce, so accounting data sits next to your CRM records.
• Its Expense Reports cover employee reimbursement and credit card lines, tied to a Project and Project Task, and post through the payables they create.
• For company cards, Accounting Seed suggests uploading the statement into an Account Payable itemised line by line.
• Vergo codes each card transaction by inference and records journal entries or payables through the Accounting Seed API.

Where should you go next?

• Vergo's Accounting Seed integration
• What expense management software integrates with Accounting Seed?
• Get started with Vergo

How do you automate expense management in Accounting Seed, step by step?

1. Connect Accounting Seed. Vergo connects through the public Accounting Seed API; nothing is needed from your Salesforce admin beyond signing in.
2. Keep your existing cards. Connecting your existing cards involves no card applications, no re-issuing and no banking change.
3. Receipts by text. 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.
4. Confirm the coding. Vergo proposes the GL account, GL Variables such as department or cost center, and the project, with the reason shown.
5. Post to the ledger. Card spend is recorded as journal entries; reimbursements become payables to the employee as a vendor.

What does Accounting Seed need on each card transaction?

• GL account for the expense.
• GL Variables: the dimensions your org uses, such as department, cost center, profit center or fund.
• Project and Project Task, where spend is tracked or billed by project.
• Receipt, kept with the transaction for audit.

Where does Accounting Seed stop and automation start?

Accounting Seed gives you Bank Direct Connect to pull card activity in, and Bank Rules to fill fields on the records it creates, with up to 100 active rules of three conditions each. Rules work on the description, category and amount, so a new merchant or a mixed receipt falls through. Receipts are attached manually through Notes & Files. Vergo reads the receipt itself, line by line, and predicts the coding from what was actually bought, then proposes GL account, GL Variables and project in one step.

A practical example

A software company on Accounting Seed has sales engineers with company cards. One buys conference passes for two regions on a single charge. A text from Vergo collects the receipt; it then proposes the events account split across the two regional GL Variables, and shows how last year's passes were coded. The controller confirms, and a coded journal entry appears in Accounting Seed next to the Salesforce opportunities the events supported.

How Vergo handles this

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. In Accounting Seed, that learning covers GL Variables too, so a department or fund is proposed with the account rather than left for the controller to fill in. Approval workflows are optional and fit how you already control spend: route by GL account, by amount, or by project — or skip approval flows entirely and let policy flags catch only what breaks a rule. 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.