Key takeaways
- Sage 100 Contractor charges each invoice line to a job, phase, cost code and cost type, so automation has to code lines, not invoice totals.
- Vergo reads your jobs and cost structure from Sage 100 Contractor and proposes coding by inference from your own history. There is no rule library to build or maintain.
- Approvals are optional and route by GL account, by amount or by project, so the project manager who owns a job approves that job's invoices.
- Approved invoices post into Sage 100 Contractor as AP invoices through the Sage 100 Contractor API, with job cost distribution on each line.
- Access is customer-provisioned: your IT team enables API access in your environment once, and Vergo does the rest.
Where should you go next?
- Learn more about Vergo AP Invoice Automation
- Vergo's Sage 100 Contractor integration
- AP automation that works with Sage 100 Contractor
How do you automate invoice coding and approvals in Sage 100 Contractor, step by step?
- Connect Sage 100 Contractor. Your IT team enables API access to the company database once. Vergo then reads the jobs and cost structure, so every coding choice is one Sage 100 Contractor will accept.
- Send every invoice to one inbox. Suppliers and subcontractors email invoices to your AP inbox, and staff drag and drop scans of paper invoices. Vergo extracts the vendor, invoice number, date, amounts and line descriptions, and checks for duplicates before anything is paid.
- Code each line. Vergo proposes job, phase, cost code and cost type for every line based on how your team has coded similar invoices. A vendor seen for the first time is coded by comparison with similar past spend, and each proposal shows why it was chosen.
- Route for approval. Send the invoice to the job's project manager, add the controller above a dollar amount you choose, or let recurring overhead bills skip approval and rely on policy flags.
- Post to Sage 100 Contractor. Approved invoices post as AP invoices with the line-level job cost distribution intact, so job cost reports update without anyone re-keying the invoice.
What does Sage 100 Contractor need on each invoice line?
A payable invoice in Sage 100 Contractor is more than a vendor and a total. For job cost reports to be right, every line that belongs to a job needs these values:
- Job: the job the cost belongs to.
- Phase: on phased jobs, the stage of work, such as foundation or rough-in.
- Cost code: the work item from your cost code list, such as footings or rough electrical.
- Cost type: material, labor, subcontract, equipment, other, or a type your company defines.
- Ledger account: the account the cost posts to in the general ledger.
A building-supply invoice often covers deliveries to two or three jobs. If it is entered as one line to one job, the other jobs' cost reports are understated until someone finds and moves the cost. Coding at the line level when the invoice arrives prevents that correction work at month-end.
How should invoice approvals be routed for Sage 100 Contractor?
Most contractors route by job, because the project manager who owns the budget is the person who knows whether the material arrived and whether the cost code is right. Vergo routes by GL account, by amount or by project, and approvers review the invoice image, the proposed coding and the reason for it on their phone without logging in to Sage 100 Contractor. Typical setups look like this:
- Material and supplier invoices on an active job go to that job's project manager.
- Subcontractor invoices above a set amount add the controller as a second approver.
- Recurring overhead bills such as utilities, rent and software, coded to GL accounts rather than jobs, skip approval and rely on policy flags.
What syncs between Vergo and Sage 100 Contractor?
Vergo reads jobs and the cost structure from the Sage 100 Contractor company database and posts coded AP invoices, card spend and employee reimbursements back through the Sage 100 Contractor API. Sage describes the API in its Sage 100 Contractor knowledge base. The connection is customer-provisioned: API access sits in your environment, your IT team enables it once, and Vergo handles the rest. The full specification is on the Sage 100 Contractor integration page.
A practical example
A framing contractor receives a lumber yard invoice with four lines: two for Job 2215, one for Job 2231 and a delivery charge. Vergo reads the invoice from the AP inbox and proposes the phase, cost code and cost type for each lumber line from the way past invoices from the same yard were coded. The AP clerk splits the delivery charge between the two jobs and sends the invoice for approval. The project manager approves it from her phone, sees that one line was coded to framing material because the last six invoices from this yard were, and confirms it. The invoice then posts into Sage 100 Contractor as an AP invoice with each line on its own job, phase, cost code and cost type, and both jobs' cost reports reflect the lumber the same day.
How Vergo handles this
Vergo is an AI-native, card-agnostic spend platform that runs AP invoices, card spend and employee reimbursements through one coding model, so a Sage 100 Contractor job is coded the same way whether the cost arrived as a supplier invoice, a card swipe or a reimbursement. Coding is proposed by inference from your own accounting structure and history, with the reason shown for each proposal, so reviewers confirm rather than re-code. Approval flows are optional. Payment stays on the rails you already use.
Related questions
Frequently Asked Questions
Does Vergo post invoices directly into Sage 100 Contractor?
Yes. Vergo posts approved invoices into Sage 100 Contractor as AP invoices through the Sage 100 Contractor API, with the job, phase, cost code and cost type on each line. Your IT team enables API access in your environment once.
Can one invoice be split across several Sage 100 Contractor jobs?
Yes. Vergo codes invoices at the line level, so each line carries its own job, phase, cost code and cost type. A supplier invoice covering three jobs posts as one AP invoice with the cost distributed to all three.
How does Vergo code a vendor it has never seen before?
Vergo compares the new invoice with similar past spend in your own history, such as the same kind of material on the same job, and proposes coding on first sight. The reason for each proposal is shown so the reviewer can confirm it or change it.
Who approves invoices in an automated Sage 100 Contractor workflow?
You decide. Vergo routes by GL account, by amount or by project. Most contractors send job invoices to the project manager and add the controller above a set amount, while recurring overhead bills skip approval.
Do card purchases and reimbursements use the same coding as invoices?
Yes. Vergo runs card spend, employee reimbursements and AP invoices through one coding model, and all three post into Sage 100 Contractor against the same jobs and cost codes.
