How do I automate employee reimbursements in BQE Core?

What makes reimbursements AI-native?

AI-native reimbursement removes the expense report rather than speeding it up. An employee texts a photo of the receipt; Vergo reads it line by line, infers the BQE Core coding from what was bought and from how your team codes similar spend, and chases anything missing itself. There is no form for the employee to fill in, no code for them to get wrong, and no app to download or portal to log into — the finance team in BQE Core reviews a proposal with its reason instead of fixing a report.

How does Vergo work with BQE Core?

Vergo connects directly through the public BQE Core API with OAuth 2.0 — self-serve, with nothing needed from your team or from BQE — and reads your accounts, projects, expense items and vendors. Confirmed claims post into BQE Core as expense entries for the employee with the reimbursable flag set, coded to project and expense item, so the firm repays them through its usual process and billable costs reach the client invoice. New accounts and projects appear in Vergo as they are created in BQE Core, so nobody codes against a stale list. The full specification lives on the BQE Core integration page.

What does BQE Core need on each employee claim?

• Resource: the employee who spent their own money.
• Reimbursable: set, so Core knows the firm owes the employee.
• Project and expense item: where the cost belongs and what it was.
• Billable: whether the client is charged for it.

What does this look like day to day?

A landscape architect drives to a client meeting and pays for printing on her own card. She texts the receipt and the trip. Vergo reads them, proposes the printing and mileage expense items on the project, sets both reimbursable and the printing billable, and her principal confirms. The entries land in Core the same day.

What does the employee have to do?

Text a photo of the receipt. Employees handle everything by text message — no app to download, no portal login — and Vergo chases a missing receipt itself instead of waiting for someone to submit a report. Mileage runs through the same coding model, so a drive and a receipt from the same trip are coded the same way and reach BQE Core together. The people least likely to install an expense app will still reply to a text, which is why claims stop sitting in wallets until month end.

What changes at month end in BQE Core?

The work moves from the end of the month to the moment of spend. Because coding happens when the receipt or invoice arrives, close in BQE Core becomes a review of exceptions rather than a pile of late expense reports. Card spend, employee reimbursements and AP invoices run through one coding model — same coding, same review, one reconciliation against the BQE Core structure — and payment stays on the rails you already use.

Where should you go next?

• Vergo's BQE Core integration
• Reimbursements for engineering firms on BQE Core
• See Vergo run employee reimbursements with BQE Core

Who runs BQE Core?

BQE Core is cloud practice-management and project-accounting software built for architecture, engineering and consulting firms. Expense entries in Core are recorded against a project and an expense item, and they carry flags for whether the cost is billable to the client and reimbursable to the employee. If your finance team lives in BQE Core, the employee reimbursements layer should adapt to it, not the other way round.