Why file import instead of a direct connection?
AgVantage Software does not publish a public API, so there is no documented way for an outside platform to post transactions into it directly. Vendor-arranged integrations exist (Barchart publishes one), but nothing a third-party developer can build against. That makes file import the working route for card activity, and the goal is to make everything before the import automatic.
What does the manual month look like without automation?
For a co-op or ag retailer, card spend is scattered by nature — fuel at one stop, parts at another, supplies bought by whoever was closest. The manual process is downloading the statement, chasing receipts across locations, deciphering merchant names, and typing each line into AgVantage with a best-guess account and department. It is the slowest, least reliable part of the close.
How does the import work with Vergo?
1. Put spend on Vergo cards. Every transaction is captured at the point of sale with merchant, amount, and date — no statement decoding later.
2. Code at the point of spend. The cardholder attaches the receipt from their phone and codes the purchase to the right account, location, or department while it is fresh, with approvals where the office wants them.
3. Generate the export. Vergo provides custom-built CSV exports matched to AgVantage's import format — the columns and values its import expects — so no spreadsheet re-mapping sits between export and import.
4. Import into AgVantage. Load the file through AgVantage's import, confirm the batch total against the export, and post. The transactions arrive already classified and documented.
What controls should the office keep around the import?
Three quick checks make the routine audit-proof: the batch total in AgVantage matches Vergo's export total; a spot-check of lines confirms account and department coding; and the posting period is right. Because coding happened at the point of spend, exceptions are rare and obvious rather than buried in a month of retyped lines.
Is this a sync?
No. There is no API connection between Vergo and AgVantage, because AgVantage does not publish one, and Vergo does not dress the file workflow up as a sync. What it is: the manual work of card bookkeeping — receipt chasing, statement decoding, data entry — automated, with one short import step remaining on the office's schedule.
Can card transactions post into AgVantage automatically via API?
No. AgVantage publishes no public API, so no expense platform can offer a true API sync. File import through AgVantage's own tools is the working path.
What format is the import file?
A CSV custom-built by Vergo to match AgVantage's import format, so it loads through the standard import without column re-mapping.
How do receipts stay attached to transactions?
Cardholders attach receipts in Vergo at the point of spend. The documentation lives with each transaction in Vergo, and the coded lines flow to AgVantage in the import file.
How often can we run the import?
As often as you like — the export is generated on demand. Weekly during busy season and monthly at close are both common patterns.
