What expense management tools integrate with Unanet for architecture firms?

Key takeaways

• Architecture firms using Unanet need expense tools that code to project and phase at the point of capture, not weeks later during reconciliation.
• Vergo integrates with Unanet and every ERP, coding transactions to the correct project and phase at the point of capture by inference from your own accounting structure.
• Unanet-compatible platforms should push transactions directly into the correct project, phase, and cost element without CSV imports or manual re-entry.
• Billable versus non-billable classification must flow through to Unanet for accurate client invoicing on reimbursable contracts.
• Mobile receipt capture and project-level approval workflows prevent misclassification and catch budget overruns before costs post to the ERP.

Why Architecture Firms Need Expense Management That Talks to Unanet

Unanet is purpose-built for AEC firms — it handles project accounting, timekeeping, and billing in a single platform. But expense management is often where the workflow breaks down. Staff submit receipts via email or paper, AP clerks manually enter costs into Unanet projects, and controllers spend hours reconciling what was charged, to which phase, and whether it was billable. For architecture firms managing multiple active projects across phases — schematic design, design development, construction administration — the cost of misclassified expenses is significant. A consultant meal coded to the wrong project phase distorts project profitability reports and can trigger client billing disputes on reimbursable contracts. Common pain points controllers report include receipts submitted days or weeks after the expense occurs, no job-cost or phase coding at the point of purchase, manual Unanet data entry that duplicates effort and introduces errors, no visibility into project spend until the month-end close, and reimbursable expenses missed or miscoded, impacting client invoicing. Vergo addresses these pain points by coding transactions to project and phase at the moment they happen, before they ever reach the ERP.

What to Look For in a Unanet-Compatible Expense Tool

Not all expense platforms are built with AEC project accounting in mind. The tool should push approved expenses directly into Unanet projects — mapped to the correct project, phase, and cost element — without CSV imports or middleware. Employees should select the project and phase at the time of submission, not after, eliminating reclassification work for AP clerks. Architecture firms bill reimbursable expenses to clients, so the expense tool must support billable and non-billable flags that flow through to Unanet for invoicing. Field staff and consultants attending site visits need to photograph and submit receipts immediately. Project managers should approve expenses against their project budgets before costs post to Unanet, and controllers need a final review layer with audit trail. Architecture firms routinely reimburse travel to client sites and construction projects, so the tool should handle IRS-standard mileage rates and configurable per diem rules. Every expense should carry a receipt image, approver record, and timestamp — essential for reimbursable billing on government or institutional projects. Vergo proposes the coding by inference from your own accounting structure and history, including project and phase assignment, so new vendors are coded on first sight with no rule library to build.

How Vergo Handles This

Vergo integrates with every ERP and accounting software, including Unanet. Transactions are ready to code the moment they happen — no waiting for clearing — and once they clear, they sync into your ERP without manual re-entry. Vergo proposes the coding by inference from your own accounting structure and history, including project and phase assignment, so new vendors are coded on first sight with no rule library to build. Every coding shows why it was chosen, so a reviewer confirms in seconds instead of re-coding by hand. Employees handle everything by text message — no app to download, no portal login — and Vergo chases missing receipts itself. Approval workflows are optional and fit how you already control spend: route by GL account, by amount, or by project, or skip approval flows entirely and let policy flags catch only what breaks a rule. 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. Connecting your existing cards involves no card applications, no re-issuing, and no banking change.

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