How do reimbursements reach Epicor BisTrack?
Through the Epicor BisTrack API. Customer-provisioned — the BisTrack API sits in your environment, so your IT team enables access once and Vergo takes it from there. Epicor BisTrack is cloud or on-premise and its API supports reads and writes, so an approved reimbursement posts into Epicor BisTrack rather than being typed in from a claim form. The vendor documents the interface publicly (Epicor BisTrack API documentation).
The coding options an employee sees come from Epicor BisTrack, so a claim is already expressed in your jobs, branches and cost codes 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 Epicor BisTrack 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 Epicor BisTrack as well, so the expense categories and jobs, branches and cost codes employees choose from are the live ones your accounting team maintains, not a copy that drifts out of date over a year.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 Epicor BisTrack 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 Epicor BisTrack 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 Epicor BisTrack 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 Epicor BisTrack?
Yes. Employees submit from the Vergo app, approvals run in Vergo, and approved reimbursements post into Epicor BisTrack through its API.
How are claims coded?
Against your Epicor BisTrack jobs, branches and cost codes. The employee picks from your own values at submission, and an approver confirms before anything posts.
Does this work whether BisTrack is cloud or on-premise?
Yes. BisTrack is deployed either way, and in both cases the API sits in your environment: IT enables access once and Vergo connects against it. The rest of setup is mapping — branches, jobs and cost codes — followed by a reviewed pilot batch.
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.
