How do reimbursements reach Dynamics AX?
Through the Dynamics AX API. Customer-provisioned — the API sits inside your own AX environment, so your IT team enables access once and Vergo does the rest. Dynamics AX is on-premise and its API supports reads and writes, so an approved reimbursement posts into Dynamics AX rather than being typed in from a claim form. The vendor documents the interface publicly (Dynamics AX API documentation).
The coding options an employee sees come from Dynamics AX, so a claim is already expressed in your financial dimensions, cost centres and projects before anyone in accounting looks at it.
What does submitting a claim look like?
An employee pays for something out of pocket — fuel, a part, a meal, a parking charge — photographs the receipt in the Vergo app, picks what it was for, and submits. That takes under a minute and happens on the day, which is the difference between an accurate claim and a reconstructed one.
Approval follows your rules, usually the person's manager plus a threshold. Approvers see the receipt and the coding together, and can send a claim back with a question rather than approving something they do not recognise.
Employees can see where a claim is without asking. Most reimbursement friction is not the policy — it is people not knowing whether they will be paid this cycle or next.
What posts into the ledger?
The approved claim: employee, date, amount, receipt, coding and approver. Because the Dynamics AX API supports writing, it posts as a completed entry rather than a note for someone to key later, and the receipt stays attached in Vergo as the supporting document.
Vergo reads from Dynamics AX as well, so the expense categories and financial dimensions, cost centres and projects employees choose from are the live ones your accounting team maintains, not a copy that drifts out of date over a year.
What changes for accounting?
Claims stop arriving as a monthly bundle of spreadsheets to be checked, coded and keyed. They arrive already coded, already approved, already receipted, and post into Dynamics AX on your normal payment schedule.
Cost reporting also improves, because expenses paid personally land in the same period as the work rather than whenever the employee got round to claiming. On project and department reporting that is often the difference between a job looking under budget and being correctly stated.
Who is this for?
Teams on Dynamics AX with staff who spend away from the office — field crews, service techs, sales, anyone travelling — and who currently collect claims by email or spreadsheet. The larger the mobile headcount, the more of the month this takes back.
The same Dynamics AX connection carries card spend and vendor bills, so reimbursements are not a separate system with a separate coding scheme; they follow the same rules as everything else.
Does Vergo handle reimbursements with Dynamics AX?
Yes. Employees submit from the Vergo app, approvals run in Vergo, and approved reimbursements post into Dynamics AX through its API.
How are claims coded?
Against your Dynamics AX financial dimensions, cost centres and projects. The employee picks from your own values at submission, and an approver confirms before anything posts.
What does our IT team need to do?
One task, once. Dynamics AX runs in your environment, so IT enables API access and issues Vergo credentials against the AX instance. After that the work is finance-side: confirm the financial dimension mapping, review a pilot batch, then leave it running.
Can employees see the status of a claim?
Yes. Each submitted claim shows where it is — awaiting approval, approved, or scheduled for payment — so nobody has to chase accounting for an update.
