What reimbursements tools integrate with Deltek Costpoint for defense contractors?
Vergo integrates with Deltek Costpoint to provide text-based reimbursement submission, AI-driven project coding, and direct sync to project cost tables. Employees submit receipts by text, Vergo codes them to the correct CLIN and cost element by inference, and approved transactions flow into Costpoint without manual re-entry.
Key takeaways
- Defense contractors using Deltek Costpoint need reimbursement tools that sync approved expenses directly to project cost tables without manual re-entry.
- Vergo integrates with Deltek Costpoint and every other ERP and accounting software to manage employee reimbursements through text message submission with AI-driven project coding and direct sync to project cost tables.
- Effective integrations enforce project ID and CLIN mapping at submission, apply FAR Part 31 cost-type controls, and maintain DCAA-ready audit trails with original receipts and approval history.
- Configurable multi-level approval workflows by project or contract type are essential for cost-plus and T&M contracts.
- Field personnel require mobile-capable receipt capture that works in low-connectivity environments common to defense installations.
Why Defense Contractors Struggle with Reimbursements in Costpoint
Deltek Costpoint is the accounting backbone for most mid-to-large defense contractors, but its native expense entry process is slow, error-prone, and disconnected from the field. Project managers and field personnel submit receipts through email or paper forms. AP clerks manually rekey those expenses, assigning project IDs, organization codes, and cost elements by hand. Controllers then reconcile discrepancies before close. This manual chain creates compounding problems for defense work specifically: CLIN miscoding triggers billing disputes and potential DCAA audit flags when expenses are charged to the wrong Contract Line Item Number. Unallowable cost risk arises when cost-type rules aren't enforced at submission, allowing unallowable expenses under FAR Part 31 to enter the reimbursable pool. Delayed project cost visibility means controllers can't see actual costs against funded CLINs until close, making EAC updates unreliable. Missing documentation creates DCAA compliance gaps, as original receipts and business purpose are required for all reimbursable expenses but email-based workflows lose attachments. Approval gaps occur when multi-level approval chains aren't enforced in spreadsheet or email workflows.
What to Look For in a Costpoint Reimbursement Integration
When evaluating reimbursement tools for a Deltek Costpoint environment, defense contractor controllers should apply these criteria. The tool must write approved expenses directly to Costpoint project cost tables through native sync, not export a CSV for manual import. Real-time or nightly sync eliminates rekeying. Employees must select the correct project, organization, and cost element when submitting, not after; pre-loaded Costpoint project structures enforce correct coding upstream. The system should flag or block unallowable expense categories such as entertainment, alcohol, and personal items before they enter the approval workflow. Every expense must retain original receipt images, submission timestamps, approver names, and any coding changes to create a DCAA-ready audit trail. Configurable multi-level approval workflows supporting sequential or parallel routing by project or contract type are essential for cost-plus and CPFF contracts. Field personnel on installations or remote sites need offline-capable receipt capture that syncs when connectivity is restored. For travel-heavy programs, the tool should auto-populate GSA per diem rates by location and flag submissions that exceed applicable limits.
A Practical Example
Consider a program manager on a cost-plus contract who travels to a remote government installation for a design review. Under a manual workflow, the manager submits a paper expense report with hotel receipts, meal receipts, and mileage documentation to AP. The AP clerk must verify the GSA per diem rate for that location, confirm the expenses are allowable under FAR Part 31, assign the correct CLIN and cost element in Costpoint, and route the coded report to the program director for approval. If the manager charged any meals that exceed the GSA limit or included an unallowable expense, the clerk catches it only after submission, requiring a correction cycle. With an integrated reimbursement tool, the manager selects the project and CLIN at the point of submission, the system enforces GSA rates and blocks unallowable categories automatically, and the approved expense flows directly into Costpoint with a complete audit trail — eliminating rework and ensuring compliance before the expense enters the billing pool.
How Vergo handles this
Vergo integrates with Deltek Costpoint and every other ERP and accounting software to manage employee reimbursements alongside card spend and AP invoices through one coding model. Employees handle everything by text message with no app to download or portal login, and Vergo chases missing receipts itself instead of waiting for a report. Vergo proposes the coding by inference from your Costpoint accounting structure and history, including project IDs, organization codes, and cost elements — no rule library to build, no keyword lists to maintain, and 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. Transactions are ready to code the moment they happen with no waiting for clearing, and once they clear, they sync into Costpoint without manual re-entry. Card spend, employee reimbursements, and AP invoices run through one coding model with the same coding, same review, and one reconciliation.
Related Questions
Frequently Asked Questions
Does Deltek Costpoint have a built-in expense reimbursement module?
Costpoint includes basic expense reporting through its iExpense or T&E modules, but many defense contractors find these insufficient for enforcing FAR Part 31 cost controls, supporting mobile receipt capture in the field, or managing complex multi-level approval chains. Third-party integrations are commonly used to fill these gaps.
What DCAA documentation requirements apply to employee expense reimbursements?
DCAA requires original receipts, a stated business purpose, and evidence of supervisory approval for all reimbursable expenses. For incurred cost audits, contractors must produce a complete audit trail showing who submitted, who approved, what was charged, and when. Missing receipts or undocumented approvals are common DCAA findings.
How should unallowable costs under FAR Part 31 be handled in an expense workflow?
FAR Part 31.205 defines specific unallowable cost categories — including entertainment, lobbying, and certain travel upgrades. Best practice is to flag or block these categories at the point of submission using policy rules, rather than catching them during post-approval review. This prevents unallowable costs from entering the reimbursable pool entirely.
Can Vergo sync approved expense reimbursements directly into Deltek Costpoint?
Yes. Vergo has a native integration with Deltek Costpoint that pulls live project structures — project IDs, organization codes, and cost elements — into the submission workflow and writes approved expenses back to Costpoint automatically. This eliminates manual export/import and ensures expenses post to the correct project ledger without rekeying.
What approval workflow structure do defense contractors typically use for expense reimbursements?
Most defense contractors require at minimum two approval levels: project manager approval to confirm correct project and CLIN coding, followed by finance or controller review to validate compliance before payment. Cost-plus and CPFF contracts may require additional program director review for expenses above defined thresholds.
Does Vergo support per diem and GSA rate enforcement for government contract travel?
Vergo supports configurable expense policies including per diem limits by location. Controllers can set rules that auto-populate GSA per diem rates and flag submissions exceeding applicable limits before they reach the approval queue. This reduces manual review time and helps prevent unallowable lodging and meal charges from entering reimbursable billings.