How to automate expense management in Epicor BisTrack

Key takeaways

• BisTrack is Epicor's ERP for building suppliers, and it runs finance across multiple branches.
• Epicor documents AP matching and workflows for BisTrack, but no employee expense or card statement feature.
• Card spend from yards, trucks and branches therefore reaches the ledger by hand.
• Vergo codes it by inference once the BisTrack API is enabled, and texts for receipts.

Where should you go next?

• Vergo's Epicor BisTrack integration
• What expense management software integrates with Epicor BisTrack?
• Get started with Vergo

How do you automate expense management in Epicor BisTrack, step by step?

1. Enable the BisTrack API. The BisTrack API is an Epicor add-on; your team enables it for your instance once. Once the BisTrack API is enabled for your instance, Vergo reads your branches, jobs, cost codes and GL accounts and posts coded card spend into BisTrack.
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. Drivers, yard leads and branch managers reply with a photo; 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 to branch and job. Vergo proposes the GL account and branch, and the job where a purchase was for a customer order.
5. Review and deliver. The controller confirms, and the coded entries are posted to BisTrack with receipts kept alongside.

What does BisTrack spend need to be coded to?

• GL account for the type of spend.
• Branch, so each location's costs are right.
• Job, for costs tied to a customer order.
• Cost code, where your setup uses them.

Why does card spend fall outside BisTrack's workflows?

BisTrack's finance tools are built around what a dealer buys to sell: supplier invoices with three-way matching, holds and approval workflows. Fuel, truck repairs, yard supplies and branch purchases on company cards do not come with a purchase order, so they skip that machinery. Vergo reads the receipt itself, line by line, and predicts the coding from what was actually bought — the GL account, branch and job — not just the vendor name on the header.

A practical example

A building materials dealer on BisTrack runs four branches and a delivery fleet. A driver buys diesel and a replacement ratchet strap on one card. Vergo asks for the receipt by text, then proposes fuel to the delivery vehicle account for the driver's branch and the strap to yard supplies, following how the branch coded similar purchases. The controller confirms, and the entry is posted to BisTrack without anyone keying the statement.

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. Across branches, that means each location's habits are learned separately, so one yard's coding does not overwrite another's. 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.