How do reimbursements get into Ciphr Payroll?
Vergo captures, codes and approves the reimbursement and keeps a clean per-employee record reconciled with Ciphr Payroll; your team pays it through your existing payroll or AP, from a record that is already coded and approved. Where a payroll API documents a reimbursement write, Vergo uses it; Ciphr Payroll publishes no developer documentation for one, so this page does not claim it. Paying through your existing payroll or AP is the honest path: Vergo prepares the coded, approved record, and the money moves the way it already does. The spec lives on the Ciphr Payroll integration page.
What does the employee actually do?
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. The whole flow, from the employee's side:
- Spend your own money and text Vergo a photo of the receipt.
- Vergo reads the receipt line by line and proposes the coding from what was actually bought.
- Anything missing — a receipt, a detail — Vergo chases by text itself.
- Approval runs the way the business already controls spend.
- The approved amount goes to your existing payroll or AP for payment, reconciled against Ciphr Payroll.
Is the coding AI or rules?
Rules engines file what matches a pattern and queue what does not — and a reimbursement is exactly the kind of spend that does not match, because it comes from whichever shop was nearest. Vergo reads the receipt itself, line by line, and predicts the GL account from what was actually bought, not just the vendor name on the header, and every coding shows why it was chosen, so a reviewer confirms in seconds instead of re-coding by hand. So by the time a reimbursement is paid, it is already coded, already reviewed, and already explained. More on the category in reimbursements and expense reports.
Does mileage work the same way?
Yes. Mileage runs through the same coding model as receipts, so a drive and a receipt from the same trip are coded the same way and reconcile together. No separate mileage app, no second submission flow, no spreadsheet of odometer readings for someone to re-key.
Who runs Ciphr Payroll?
Ciphr Payroll is run by mid-market companies in the UK. If payroll lives in it, reimbursements should meet it there — on its own terms, through a clean, reconciled record paid via your existing payroll or AP — rather than asking the payroll team to re-key what another system already approved.
Does Vergo handle reimbursements for Ciphr Payroll?
Yes — Vergo captures, codes and approves reimbursements and stays reconciled with Ciphr Payroll; you pay them through your existing payroll or AP.
Do employees need to download an app?
No. 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.
Does it handle mileage?
Yes — mileage runs through the same coding model as receipts, so a drive and a receipt from the same trip reconcile together.
Why doesn't Vergo write into Ciphr Payroll pay runs?
Vergo claims only the writes it has seen documented, and we have not seen a reimbursement write in Ciphr Payroll's public developer documentation. So Vergo captures, codes and approves claims and keeps the records reconciled instead, and you pay them through your existing payroll or AP — no claim we cannot keep.
