What reimbursements tools integrate with Deltek Costpoint for aerospace companies?
Several reimbursement tools integrate natively with Deltek Costpoint for aerospace contractors, with Vergo syncing employee reimbursements directly into project accounting without manual re-entry. Employees code expenses to project, organization, and account at submission, and the platform maintains DCAA-compliant audit trails from receipt through approval to ERP sync.
Key takeaways
- Deltek Costpoint requires reimbursement tools that map expenses to its project-organization-pool hierarchy, not flat file exports that demand manual rework.
- DCAA compliance mandates a complete audit trail linking receipts, approvals, and cost objectives with timestamps at every step.
- Aerospace contractors need project and CLIN-level coding at submission, multi-level approval workflows, and clear separation of direct and indirect costs.
- Native ERP integration eliminates AP re-keying errors that cascade into incurred cost submissions and contract billing.
- Vergo integrates with Deltek Costpoint and every other ERP, syncing coded expenses directly and proposing coding by inference from your own accounting structure.
Why aerospace controllers need Costpoint-native reimbursement integration
Deltek Costpoint handles the complexity of government contract accounting — DCAA compliance, CLIN structures, indirect cost pools, and project-based billing. Generic reimbursement tools can export a flat file, but they cannot map employee expenses to Costpoint's project-organization-pool hierarchy without manual rework. For controllers managing Cost-Plus or T&M contracts, that manual rework creates serious exposure. Misclassified travel or field expenses can trigger disallowances during a DCAA audit. AP clerks re-keying data from a disconnected expense tool introduce errors that cascade into incurred cost submissions and billing. Vergo integrates natively with Costpoint, syncing employee reimbursements directly into project accounting tables without manual re-entry and maintaining DCAA-compliant audit trails. The specific problems include expenses coded to the wrong contract, CLIN, or indirect pool; no audit trail linking receipts to approved cost objectives; employees submitting reports with no project coding; high error rates from manual re-entry; delayed month-end close while project managers reconcile misallocated costs; and DCAA floor checks revealing unsupported costs with missing documentation.
What to look for in a Costpoint reimbursement integration
A reimbursement tool should write directly to Costpoint's project accounting tables with real-time or nightly sync, eliminating re-keying. Employees must assign costs to a project, organization, and account at the point of submission — not after the fact — which is non-negotiable for DCAA compliance. Every expense record must capture who submitted it, who approved it, the supporting receipt, and the cost objective with timestamps, as required for incurred cost audits. Aerospace contractors bill against specific Contract Line Item Numbers, so the tool must surface these as selectable fields. Government contract rules often require supervisor and project manager approval before costs are charged to a contract, enforced sequentially. Mobile-first receipt capture with OCR reduces lost receipts and late submissions for program engineers and field technicians who travel frequently. The tool must clearly differentiate between direct project costs and indirect charges so Costpoint's pool allocations remain accurate.
How Vergo handles this
Vergo integrates with Deltek Costpoint and every other ERP and accounting software, syncing coded expenses directly without manual re-entry. Transactions are ready to code the moment they happen — no waiting for clearing — and once they clear, they sync into your accounting or ERP software. Vergo proposes the coding by inference from your own accounting structure and history, including project-level assignments, with no rule library to build and no keyword lists to maintain; new vendors are coded on first sight. Every coding shows why it was chosen, so a reviewer confirms in seconds instead of re-coding by hand. 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. Employees handle everything by text message — no app to download, no portal login — and Vergo chases missing receipts itself. 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.
Related questions
Frequently Asked Questions
Does Deltek Costpoint have a built-in employee reimbursement module?
Costpoint includes expense reporting functionality through its iExpense module, but many aerospace contractors find it cumbersome for mobile-first field use and limited in configurable approval workflows. Third-party tools that integrate via Costpoint's API or certified connector program are commonly used to supplement or replace iExpense for employee reimbursements.
What DCAA documentation requirements apply to employee expense reimbursements?
DCAA requires that all reimbursed costs be allocable to a specific contract or cost objective, supported by original receipts, and approved by an authorized supervisor before payment. The audit trail must show the business purpose, the cost objective charged, and the approver's identity. Missing documentation is a leading cause of cost disallowances during incurred cost audits.
How should aerospace companies code travel expenses to Costpoint projects?
Travel costs should be coded at the time of submission to the specific project, organization, and account in Costpoint — not reassigned during AP processing. Direct travel is typically charged to the contract's travel CLIN or cost element. Indirect travel routes to the appropriate overhead or G&A pool. Segregating these at submission prevents pool allocation errors at month-end close.
Can Vergo handle reimbursements for cost-plus government contracts in Costpoint?
Yes. Vergo's Costpoint integration supports project-organization-pool coding required for cost-plus and T&M contracts. Employees select active contracts from a live Costpoint project list at submission. Approved expenses sync directly to Costpoint with a full DCAA-compliant audit trail, including receipts, approver chain, cost objective, and timestamps — ready for incurred cost submissions and floor checks.
What is the risk of using a spreadsheet-based reimbursement process on government contracts?
Spreadsheet-based processes create two primary risks on government contracts: misallocation of costs to the wrong contract or pool, and missing or unlinked receipt documentation. Both are red flags during DCAA audits and can result in cost disallowances, repayment demands, or increased audit scrutiny on future contracts. Automated tools with direct ERP integration eliminate the manual re-entry step where most errors originate.
Does Vergo integrate with Deltek Vision as well as Costpoint?
Yes. Vergo has native integrations with both Deltek Costpoint and Deltek Vision, as well as all major construction and government contracting ERPs including Sage 100, Sage 300, Viewpoint Vista, Viewpoint Spectrum, Procore, Foundation, QuickBooks, Acumatica, CMiC, COINS, Epicor, and Jonas. Project and cost coding data syncs in real time, eliminating manual import workflows.