Key takeaways
- Exact Online brings card and bank lines in through bank feeds and processes statements in the background.
- Analytical dimensions — cost centres, cost units and projects — can be set per line on purchase entries.
- Exact sells expense claims separately, as Exact Expense Management (SRXP).
- Vergo codes every dimension by inference and records entries through the REST API.
Where should you go next?
- Vergo's Exact Online integration
- What expense management software integrates with Exact Online?
- Get started with Vergo
How do you automate expense management in Exact Online, step by step?
- Connect Exact Online. Vergo connects directly through Exact Online's public REST API and records coded spend as purchase entries, general journal entries or bank entries. Connection is self-serve.
- Connect your existing cards. Connecting your existing cards involves no card applications, no re-issuing and no banking change.
- 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.
- Code every dimension. Vergo proposes GL account, VAT code, cost centre and cost unit, or project, for each receipt line.
- Record in Exact Online. The confirmed entry lands in the administration, ready to match the bank feed line.
What does Exact Online need on each card transaction?
- GL account from your chart.
- VAT code, so the VAT return is right.
- Cost centre and cost unit (kostenplaats and kostendrager) where your administration uses them.
- Project, for project-based firms.
Where does Exact Online stop and automation start?
Exact Online is good at getting the transaction in: bank feeds arrive, statements are processed in the background, and reconciliation proposes matches. Deciding the cost centre and cost unit for a new supplier, or splitting a mixed receipt, is still a person's job. Vergo reads the receipt itself, line by line, and predicts the coding from what was actually bought — the GL account, VAT code, cost centre and cost unit — not just the vendor name on the header.
A practical example
A Dutch installation company on Exact Online tracks cost centres by region and cost units by service line. A technician pays for cable, connectors and parking on the company card. Vergo asks for the receipt by text, then proposes the cable and connectors to materials with the region's cost centre and the installation cost unit at the standard VAT rate, and the parking to travel costs, as last month's jobs in that region were coded. The office confirms and the entry is recorded before the bank line needs matching.
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 Exact Online, that means the cost unit is proposed with the cost centre, which is the dimension most often left blank. 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 or by amount — or skip approval flows entirely and let policy flags catch only what breaks a rule.
Frequently Asked Questions
Do we need Exact Expense Management to use Vergo?
No. Vergo handles card spend and receipts itself and records entries in Exact Online through the REST API.
Can Vergo fill cost centres and cost units?
Yes, where your administration uses them, from how similar spend was coded before.
Does Vergo set VAT codes?
Yes. Vergo proposes the VAT code with the GL account.
Which countries does this cover?
Vergo connects to Exact Online through the same REST API; tell us which country version you run when you get started.
Do we need new cards?
No. Connecting your existing cards involves no card applications, no re-issuing and no banking change.
