How to automate expense management in NolaPro

Key takeaways

• NolaPro is web-based accounting and ERP that runs onsite or in the cloud, on Windows or Linux.
• Its changelog describes Credit Card Purchase pages and importing out-of-pocket expenses from CSV into AP bills.
• Lines carry a GL account, job, location and GL category (Department).
• Vergo proposes that coding by inference and saves GL transactions and vouchers through the API.

Where should you go next?

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

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

1. Connect NolaPro. Vergo connects to your NolaPro instance's documented API — for an onsite install, your IT makes it reachable once — reads your GL accounts, and saves coded card spend as GL transactions and vouchers.
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 submit receipts by text or from their phone — no portal login — and Vergo chases missing receipts itself instead of waiting for a report.
4. Code each line. Vergo proposes the GL account and, where you use them, the job, location and department.
5. Save to NolaPro. Confirmed spend is saved as GL transactions or vouchers, ready for bank reconciliation.

What does NolaPro track on spend?

• GL account from the chart.
• Job, for project and contract work.
• Location, a further line-level tracking field.
• GL category, also labelled Department.

Where does NolaPro stop and automation start?

NolaPro can download bank transactions through Plaid, import OFX statements and reconcile. Out-of-pocket expenses come in by CSV and become AP bills, which means someone builds the spreadsheet. Neither route decides the job or location. Vergo reads the receipt itself, line by line, and predicts the coding from what was actually bought — the GL account, job and location — not just the vendor name on the header.

A practical example

A small machine shop running NolaPro onsite tracks jobs and locations. A lead technician buys fasteners and a saw blade on the company card for one customer job. After a quick text for the receipt, Vergo proposes shop supplies to the job for the fasteners and small tools for the blade, as prior purchases were coded. The bookkeeper confirms and the transaction is saved in NolaPro.

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 NolaPro, that means the job and location come with the account, instead of being added in a spreadsheet before import. 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.