How do I automate employee reimbursements in Sage 300?

What makes reimbursements and expense reports AI-native?

AI-native reimbursement removes the expense report rather than speeding it up. The employee texts a photo of the receipt, Vergo reads it line by line, infers the coding from what was bought and from your accounting structure, and chases anything missing itself — no form, no app to download, no portal to log into. The difference shows up on the first transaction from a supplier nobody has set up. A rules engine has no pattern for it, so it queues the item and waits for a person. Vergo proposes the coding from the GL accounts, segment codes and optional fields already in Sage 300, then shows why it chose it — so review is a confirmation, not a re-coding. More on the category in reimbursements and expense reports.

How does Vergo work with Sage 300?

Vergo connects through the Sage 300 Web API — the OData/JSON interface that runs on your own Sage 300 server, with your IT enabling access once. Each request names a company by its org ID, so a multi-company install is coded company by company rather than flattened into one chart. Vergo reads GLAccounts and GLSegmentCodes so coding follows your account structure, and APVendors so invoices land against the right supplier. Approved supplier invoices post into Sage 300 as APInvoiceBatches, card spend as GLJournalBatches, and the optional field details your records carry travel with each entry. Batches arrive open for your normal posting routine. The full spec sheet lives on the Sage 300 integration page.

What does this look like day to day?

Someone buys something and texts a photo of the receipt, or a supplier emails an invoice. Vergo reads the lines — not just the total — and proposes the account from your own history with that vendor. The reviewer sees the proposal and the reason for it, confirms, and the entry arrives in Sage 300 as an open batch for that company, ready for your posting routine. Nobody types an account number, and nothing waits for a month-end scramble.

What does the employee have to do?

Text a photo of the receipt. There is no app to download and no portal to log into, and Vergo chases a missing receipt itself instead of waiting for an expense report. Mileage runs through the same coding model, so a drive and a receipt from the same trip are coded the same way and reconcile together. That matters most for the people least likely to install anything: someone who will never open an expense app will reply to a text.

What changes at month end?

The work moves from the end of the month to the moment of spend. Because coding happens at capture, close in Sage 300 becomes a review of exceptions rather than a backlog of uncoded transactions. Card spend, employee reimbursements and AP invoices run through one coding model — same coding, same review, one reconciliation — and payment stays on the rails you already use.

Is this the same as expense management?

No — the difference is whose money was spent. Reimbursement handles an employee's own card or cash; expense management handles the company card. The same coding model runs both against the same Sage 300 structure, which is why one reconciliation covers them. See expense management and AP invoice automation.

Who runs Sage 300?

Sage 300, from Sage, is the mid-market ERP built for multi-company and multi-currency operations — the product sold as Accpac until Sage dropped that name in 2012. It is a different product from Sage 300 CRE, Sage's construction and real estate system; if that is the one you run, see expense management for Sage 300 CRE. Wherever your finance team lives, the expense layer should adapt to it — not the other way round.