Reimbursements and expense reports that works with Workday Financial Management

What makes reimbursements and expense reports AI-native?

AI-native reimbursement removes the expense report rather than speeding it up. The employee sends a photo of the receipt and 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 to fill in, no coding for the employee to get wrong, no app to download or portal to log into. Mileage runs through the same model. What it reads is the receipt the employee submits, line by line — and mileage, through the same coding model. 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 reads what was actually bought and proposes the coding from the structure already in Workday Financial Management, then shows why it chose it — so the review is a confirmation, not a re-coding. More on the category in reimbursements and expense reports.

How does it work with Workday Financial Management?

Vergo works with Workday Financial Management in both directions: it reads your job structure out, and coded card spend, reimbursements and AP invoices go back in. However Workday Financial Management is run — on your own servers or hosted — connecting it is our job, not a project for your team. Vergo reads your projects and phases from Workday Financial Management, codes against it, and posts back coded entries — so what lands in Workday Financial Management is already costed to the right work rather than a lump for someone to break up at month end. The Workday Financial Management API exposes Import_Credit_Card_Transactions, Put_Expense_Credit_Card_Transaction, Expense_Credit_Card_Transaction_File, Submit_Supplier_Invoice, Import_Supplier_Invoice and Get_Suppliers — object names from Workday Financial Management's developer documentation, not inference. New projects and phases appear as they are created, so the field is never choosing from a stale list. The same connection carries all three products — see everything Vergo does with Workday Financial Management — and the full spec sheet lives on the Workday Financial Management integration page.

What does this actually look like day to day?

Someone in the field buys materials and sends a photo of the receipt. Vergo reads the lines — not just the total — and proposes the projects and phases they belong to, along with the cost type. If one receipt covers two jobs, it splits. The reviewer sees the proposal and the reason for it, confirms, and the entry is in Workday Financial Management the same day. Nobody types a code, and nothing waits for a weekly expense report.

What does the employee have to 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. Mileage runs through the same 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: a crew that 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 and syncs to Workday Financial Management as it goes, close is a review of exceptions rather than a backlog of uncoded transactions. Every coding shows why it was chosen, so a reviewer confirms in seconds instead of re-coding by hand, which is what makes a reviewer able to move quickly through it. 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?

The difference is whose money was spent. Expense management handles the company card; reimbursement handles an employee's own card or cash. The same coding model runs both, which is why one reconciliation covers them — but a business shopping for one is rarely shopping for the other. If you are looking at the other side of that line, see expense management for Workday Financial Management and AP automation for Workday Financial Management.

Who runs Workday Financial Management?

Workday Financial Management, from Workday, is run by large organisations across industries. If your finance team lives in it, the expense layer should adapt to it — not the other way round. Vergo integrates with every ERP and accounting system, so the answer does not change if you move.