How to automate expense management in Rillet

Key takeaways

• Rillet is an AI-native ERP aimed at a zero-day close, used by SaaS companies from startups to public companies.
• Rillet treats spend tools as front-ends and itself as the place results are normalised and posted.
• It supports unlimited custom departments, fields and tags, and multi-entity consolidation.
• Vergo is the spend front-end that keeps your existing cards: it proposes coding, texts for receipts and records charges and reimbursements through Rillet's API.

Where should you go next?

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

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

1. Connect Rillet. Vergo connects through Rillet's public API, reads your accounts and custom fields, and records coded card spend as charges or journal entries, and reimbursements with their receipts.
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 every field. Vergo suggests the account, department and any custom fields for each line, and the entity where you run several.
5. Record in Rillet. Confirmed spend is recorded as charges or journal entries, reimbursements with receipts, ready for close.

What does Rillet need on each card charge?

• Account from your chart.
• Department and any custom fields or tags.
• Entity, for multi-entity groups.
• Receipt, for audit.

Where does Rillet stop and automation start?

Rillet connects to banks through Plaid and custom integrations, and to card platforms through native integrations. Those card integrations carry whatever coding was done in the card platform. If your cards come from a bank rather than a spend platform, the coding has to be done somewhere. Vergo reads the receipt itself, line by line, and predicts the coding from what was actually bought — the account, department and custom fields — not just the vendor name on the header.

A practical example

A SaaS company on Rillet runs US and UK entities. An engineering manager buys conference passes and a developer tool subscription on the US corporate card. With both receipts in by text, Vergo suggests events and training on the engineering department for the passes and software on the same department for the subscription, both in the US entity. The controller confirms, and the charges are recorded in Rillet before close starts.

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. With Rillet's unlimited custom fields, Vergo reads the fields you actually use instead of assuming a fixed set. 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.