How to automate expense management in Acumatica

Key takeaways

• An Acumatica expense receipt carries an expense item, expense account and subaccount, branch, project and project task, cost code, billable flag and tax category.
• Acumatica can create expense receipts from bank feed transactions and send them for approval; feeds use Plaid and MX, and files in BAI2, BTRS and AMEX GL1025.
• It separates corporate card company spend, corporate card personal spend and personal accounts.
• Vergo proposes every coding field from your history and posts expense receipts, journal transactions or bills through the API.

Where should you go next?

• Vergo's Acumatica integration
• Get started with Vergo

How do you automate expense management in Acumatica, step by step?

1. Connect Acumatica. Vergo connects directly through Acumatica's public API, reads your accounts, subaccounts, branches and projects. Nothing is needed from your team.
2. Connect your existing cards. Connecting your existing cards involves no card applications, no re-issuing and no banking change.
3. Collect 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. Code every field. Vergo proposes expense account, subaccount, branch, and project, task and cost code where spend is project work, with the reason.
5. Post to Acumatica. Card spend posts as expense receipts or journal transactions; purchases for a vendor's account post as bills.

What does Acumatica need on each card transaction?

• Expense item and account: what was bought and where it posts.
• Subaccount: Acumatica's segmented subaccount, often department or location.
• Branch: the branch that owns the spend.
• Project, task and cost code: for project accounting.
• Paid with: corporate card company expense, corporate card personal expense, or personal account.

Where does Acumatica stop and automation start?

Acumatica already turns bank feed transactions into expense receipts and routes them for approval, and its mobile app creates a receipt from a photo. The receipt still needs its coding: seven or eight fields, many of them project-specific. A default fills some; a person fills the rest. Vergo reads the receipt itself, line by line, and predicts the coding from what was actually bought — the account, subaccount, branch, project, task and cost code — not just the vendor name on the header.

A practical example

A professional services firm on Acumatica runs client projects across three branches. A consultant pays for a workshop venue and printed materials on a company card. Vergo texts for the receipts, proposes the events expense item with the client project, the delivery task and the right branch for the venue, and marks it billable as similar costs were. The printed materials get the same project with a different task. The project manager confirms, and both post to Acumatica.

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 Acumatica, that means the subaccount segments and branch your team used before, not only the expense item. Every coding shows why it was chosen, so a reviewer confirms in seconds instead of re-coding by hand. 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.