How to automate expense management in Trimble TruckMate

Key takeaways

• TruckMate is Trimble's transportation management system for LTL, truckload and intermodal carriers, with built-in accounting.
• Dispatch data flows into Billing, Driver Payables, Fuel Tax and Maintenance.
• Company card spend outside those flows still has to be entered in accounting.
• Vergo codes it by inference and posts to Accounts Payable through Trimble's Finance API.

Where should you go next?

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

How do you automate expense management in Trimble TruckMate, step by step?

1. Confirm Finance API access. Where your TruckMate licence includes Trimble's Finance API, Vergo reads your GL and posts coded card spend to Accounts Payable through it.
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. Terminal managers, mechanics and dispatchers reply with a photo; 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 from how similar purchases were coded.
5. Post to Accounts Payable. The confirmed spend is posted to TruckMate's AP, with the receipt kept alongside.

Which spend does TruckMate already capture?

• Billing from dispatched orders.
• Driver Payables for driver pay.
• Fuel Tax reporting from trip data.
• Maintenance records tied to equipment.

What falls outside TruckMate's operational flows?

TruckMate's strength is that dispatch data feeds billing, driver pay, fuel tax and maintenance without rekeying. Card spend by office staff, terminal managers and shop leads, such as parts from a local store, tolls, supplies or travel, does not start in dispatch. It arrives on a card statement and is entered in accounting by hand. Vergo reads the receipt itself, line by line, and predicts the GL account from what was actually bought, not just the vendor name on the header.

A practical example

A regional LTL carrier on TruckMate runs three terminals. A shop lead buys hydraulic fittings and shop rags on the company card. Vergo texts for the receipt, proposes the fittings to tractor repair parts and the rags to shop supplies, as that terminal's purchases were coded before. The controller confirms and the spend is posted to Accounts Payable in TruckMate.

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 a carrier, that means each terminal's coding habits are learned from its own history. 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.