What are the routes for card transactions into PBS?
Passport Business Solutions is an on-premise system with no REST API — its documented data access is ODBC via AcuXDBC and PBS SQL, which serves reporting queries, not inbound transaction feeds. So card activity reaches PBS one of two ways: keyed in manually, or imported as a file in the structure PBS accepts. For a contractor with cards spread across supers, PMs, and crews, the file route is the only one that scales.
What does the manual cycle cost a contractor's office?
Without automation, each close: download statements for every card, chase crews for receipts, decode which job each fuel stop and supply-house run belongs to — from a statement line weeks old — assign cost coding, reshape the spreadsheet into an importable layout, and run the import into PBS. Job costs land late and sometimes on the wrong job, which means WIP reports mislead until the corrections catch up. The office loses days; the PMs lose cost visibility.
How does Vergo automate the import into PBS?
Vergo moves the work to the point of spend, where the answers still exist:
1. Crews spend on Vergo cards. Vergo issues the cards, so every transaction is captured the moment it happens — no waiting for statements.
2. Coding happens in the field. The cardholder snaps the receipt and tags the job and cost code from their phone at the counter; rules code recurring vendors automatically.
3. Vergo generates the import file. Vergo produces a custom-built CSV export matched to the import format Passport Business Solutions expects — your layout, your account and job structure — so it loads without reshaping.
4. The office imports and reviews. The file runs through PBS's own import process, reviewed by the controller before it touches the ledger.
Why does the matched export matter?
Because the expensive part was never the import — it was reconstructing job coding from cold statements and rebuilding spreadsheets to fit PBS. A generic card export leaves both jobs in place. Vergo's export removes them: coding traveled with each transaction from the moment it happened, and the file is already shaped for PBS. The close cycle becomes export, review, import — and job costs hit PBS while they are still current enough for PMs to act on.
The controller keeps a checkpoint the statement scramble never had: every export is reviewed before it loads, so nothing posts to PBS unseen. And because spend shows in Vergo the day it happens, the office catches an odd charge while the super still remembers the counter it happened at — a text message instead of a month-later mystery line.
Can PBS pull a live credit card feed?
No. Passport Business Solutions has no REST API — its ODBC access serves reporting, not inbound feeds. Card transactions come in by file import, and Vergo automates preparing that file.
What is in Vergo's export file for PBS?
Every card transaction with its date, merchant, amount, and the job and cost coding applied in Vergo, structured to match the import format PBS expects so it loads without reformatting.
Do transactions need job coding after import?
No. Job and cost codes are tagged in Vergo at the point of spend — by the cardholder or by rule — so lines arrive in PBS already distributed.
How current can job costs in PBS be with this workflow?
As current as your import rhythm. Spend is coded in Vergo the day it happens, and you can generate and import the export weekly or even daily rather than waiting for statement cycles.
