How to automate expense management in xTuple

Key takeaways

• In xTuple, spend reaches AP as vouchers, whose distributions carry G/L account, project, expense category and tax.
• xTuple's time and expense sheets must be approved before they are vouchered, and employees are set up as vendors to be reimbursed.
• G/L accounts can include company, profit center and subaccount segments.
• Vergo proposes voucher distributions by inference and creates and posts vouchers through the xTuple API.

Where should you go next?

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

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

1. Connect xTuple. Vergo connects through xTuple's public API and reads your G/L accounts and projects.
2. Keep your current cards. Connecting your existing cards involves no card applications, no re-issuing and no banking change.
3. Receipts from the plant and the road 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. Confirm the distribution. Vergo proposes the G/L account, including profit center segment, and the project for each line.
5. Create and post the voucher. Vergo creates the voucher against the card vendor, or the employee as vendor for reimbursements, and posts it.

What does xTuple need on each voucher?

• Vendor: the card issuer, supplier or employee.
• G/L account: with the company, profit center and subaccount segments you use.
• Project, where project accounting is enabled.
• Tax on the distribution.

Where does xTuple stop and automation start?

xTuple's time and expense workflow is solid for people who fill in sheets: approve, voucher, pay through AP. Company cards used by purchasing, maintenance and sales do not come with sheets. Someone takes the statement, finds receipts, and creates vouchers with the right distributions. Vergo reads the receipt itself, line by line, and predicts the coding from what was actually bought, then proposes the account segments and project together.

A practical example

A contract manufacturer on xTuple has a maintenance planner with a company card. In one order from an industrial supplier, the planner buys bearings for a production line and safety glasses for the warehouse. A text from Vergo collects the receipt; it then proposes the repairs account on the production profit center and the safety supplies account on the warehouse profit center, citing previous orders. The controller confirms, and Vergo creates and posts one voucher with two distributions.

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 xTuple, the proposal includes the profit center segment, which is the part most often left at a default. 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. Card spend, employee reimbursements and AP invoices run through one coding model — same coding, same review, one reconciliation — and payment stays on the rails you already use.