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, cost code (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 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 each line. Vergo proposes the GL account and, where you use them, the job, cost code 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.
• Cost code, which NolaPro also labels Location.
• 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 cost code. Vergo reads the receipt itself, line by line, and predicts the coding from what was actually bought — the GL account, job and cost code — not just the vendor name on the header.

A practical example

A small contractor running NolaPro onsite tracks jobs and cost codes. A foreman buys fasteners and a saw blade on the company card for one job. After a quick text for the receipt, Vergo proposes materials to the job with the fasteners' cost code 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 cost code 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.