Key takeaways
- WorkBook is Deltek's cloud agency management platform for marketing, advertising and creative agencies.
- Its Time & Expense area handles personal expense and mileage entries with approval statuses, plus a mobile app for receipts.
- Corporate card transactions can be imported and mapped to the jobs they were incurred for.
- Vergo proposes job, activity and task from your history, texts for receipts and creates expense reports through WorkBook's REST API.
Where should you go next?
- Vergo's Deltek WorkBook integration
- What expense management software integrates with Deltek WorkBook?
- Get started with Vergo
How do you automate expense management in Deltek WorkBook, step by step?
- Enable API access. Your IT enables WorkBook API access once; Vergo does the rest.
- Keep the agency's cards. Connecting your existing cards involves no card applications, no re-issuing and no banking change.
- Collect receipts by text. Producers and account managers reply with a photo from a shoot or a client meeting. 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.
- Map spend to the job. Vergo proposes the job, activity and task for each line from how similar spend was charged, with the reason.
- Create the expense report. Once your IT enables WorkBook API access, Vergo creates expense reports with receipts through WorkBook's REST API, coded to job, activity and task.
What does WorkBook need on each card transaction?
- Job: the client job the cost belongs to, so it can be re-billed.
- Activity and task: for budget tracking against the estimate.
- Company and department: for multi-company agency groups.
- Receipt: for the client and for VAT.
Where does WorkBook stop and automation start?
WorkBook already imports corporate card transactions so expenses can be mapped to jobs. Someone still has to do that mapping, and in an agency with hundreds of live jobs it is easy to land a props purchase on last month's campaign. Vergo reads the receipt itself, line by line, and predicts the coding from what was actually bought, not just the vendor name on the header. Vergo proposes the job from the cardholder's current work and past charging.
A practical example
A producer at a creative agency on WorkBook buys props and a courier on the agency card for a photo shoot. Vergo texts for both receipts, proposes the client's campaign job with the production activity for the props and the logistics activity for the courier, and the finance team confirms. The expense report is in WorkBook with receipts attached, ready to flow to the client invoice.
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 an agency that history is job-level, which is what re-billing depends on. 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.
Frequently Asked Questions
Does Vergo replace the WorkBook mobile app?
It can sit alongside it. Staff can keep entering mileage in WorkBook; Vergo handles card spend and receipts.
Which fields does Vergo code?
Job, activity and task, plus company and department where your agency uses them.
How does spend reach WorkBook?
As expense reports with receipts, through WorkBook's REST API, after IT enables access once.
Can supplier invoices go the same way?
Yes. 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.
Do we need new cards?
No. Connecting your existing cards involves no card applications, no re-issuing and no banking change.
