How to automate expense management in Iplicit

Key takeaways

• Iplicit is cloud accounting built for multi-entity organisations, from housing associations and academy trusts to software firms.
• Its Expense Manager separates personal claims, paid to the employee, from credit card expenses, logged for reconciliation to the card's bank account.
• Each expense line needs an account, a tax band and any posting attributes the product requires.
• Vergo proposes those values, texts for receipts and records documents and payments with attachments through Iplicit's API.

Where should you go next?

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

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

1. Connect Iplicit. Vergo connects through Iplicit's public API and records coded card spend as documents and payments, and supplier bills as purchase invoices, with receipt attachments.
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 account, tax and attributes. Vergo suggests the account, tax band and each posting attribute for every line, and the entity.
5. Record in Iplicit. Confirmed spend lands against the card's bank account with its receipt, ready to reconcile.

What does Iplicit need on each card expense?

• Account, pre-populated from the product but editable.
• Tax Band, which is mandatory.
• Posting attributes, optional or mandatory depending on the product.
• Receipt, attached to the document.

Where does Expense Manager stop and automation start?

Iplicit's credit card expense type is designed for exactly this spend, and its authorisation workflows handle approval. The cardholder still enters each line, picks a product and fills in posting attributes, often days after the purchase. Vergo reads the receipt itself, line by line, and predicts the coding from what was actually bought — the account, tax band and posting attributes — not just the vendor name on the header.

A practical example

A multi-academy trust on Iplicit gives business managers cards at each school. One buys classroom supplies and a staff training course on the same card. After both receipts come in by text, Vergo suggests teaching resources for the supplies and staff development for the course, each with the school's attribute and the right tax band. The trust's finance team confirms, and both lines are recorded against the school's entity.

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. For Iplicit, it learns the posting attributes each site and team has used. 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.