What reimbursements tools integrate with Infor for aerospace companies?

Key takeaways

• Aerospace companies need reimbursement tools that sync bidirectionally with Infor to map expenses to WBS elements, contracts, and cost objects without manual reclassification.
• Vergo codes reimbursements to WBS and contract structures by inference, provides audit-ready explanations for every transaction, and syncs approved expenses directly into Infor without manual re-entry.
• DCAA and FAR compliance require immutable audit trails capturing submission timestamps, approver identities, receipt images, and all coding changes for every reimbursement.
• Field engineers and technicians need mobile receipt capture that works offline, with automated data extraction to reduce manual entry at remote job sites.
• Multi-tier approval workflows must route reimbursements through project managers, program controllers, and finance teams based on configurable rules without IT intervention.
• Integration should prevent duplicate GL postings by cross-referencing submitted expenses against existing entries in Infor during the sync process.

Why aerospace controllers need reimbursement tools that integrate with Infor

Aerospace and defense contractors operating on cost-reimbursable or T&M contracts must trace every employee expense to a contract, work breakdown structure (WBS) element, or cost-object code. When reimbursement data lives outside Infor — in spreadsheets, email threads, or disconnected expense apps — controllers face reconciliation problems every close cycle. Expense submissions coded to the wrong contract or WBS require manual reclassification. AP clerks re-key reimbursements that were already captured in an expense tool, creating duplicate entries. DCAA or FAR compliance reviews expose gaps between submitted expenses and GL postings, creating audit risk. Project managers lack visibility into pending expenses against their budgets, delaying approvals. Month-end close stalls waiting for stragglers to submit paper receipts. For controllers managing multiple contracts across different cost structures, the manual effort compounds fast. A single T&M project with 20 field personnel submitting monthly can generate hundreds of line items that need coding, approval, and posting before the billing cutoff.

What to look for in a reimbursement tool that integrates with Infor

Bidirectional Infor sync is essential: the tool should pull project, cost-center, and WBS data from Infor and push approved reimbursements back as GL-ready transactions without manual exports or CSV uploads. WBS and contract-line coding must happen at submission, not after, with dropdown menus populated live from Infor's active project data. DCAA-compliant audit trails should capture submission timestamp, approver identity, receipt image, and any coding changes, stored immutably for FAR Part 31 compliance reviews. Multi-tier approval workflows are required because aerospace programs often demand project manager approval, then program controller review, then finance sign-off; the tool must support configurable routing without IT intervention. Mobile receipt capture in the field is critical since field engineers and technicians don't sit at desks; receipt capture must work on a phone, offline if necessary, with automatic OCR to reduce manual data entry. Vergo proposes the coding by inference from your own accounting structure and history, mapping each reimbursement to the correct WBS element, contract, or cost object on first sight without building rule libraries or maintaining keyword lists. Per diem and travel policy enforcement should apply GSA per diem rates and FAR-compliant travel policies at submission, flagging policy violations before they enter the approval queue. Duplicate detection must cross-reference submitted expenses against existing GL entries to prevent double-posting.

A practical example

Consider an aerospace contractor with a T&M contract for avionics integration work. A field engineer travels to a customer site for installation and testing, incurring hotel stays, rental car charges, and meals over five days. The engineer submits these expenses through a reimbursement tool that codes each line item to the correct WBS element and contract line at the time of submission, selecting from a list pulled directly from Infor. The project manager reviews and approves the expenses, which automatically route to the program controller for budget verification. Once approved, the tool posts the reimbursements to Infor as GL-ready transactions mapped to the correct cost objects. At month-end, the controller reconciles the contract billing without manually re-keying data or chasing missing receipts. When DCAA auditors request documentation months later, the immutable audit trail provides timestamped submission records, receipt images, and a complete approval history for every expense, all tied back to the originating WBS element in Infor.

How Vergo handles this

Vergo integrates with Infor and every other ERP and accounting software to handle employee reimbursements alongside card spend and AP invoices through one coding model. Employees submit reimbursements by text message — no app to download, no portal login — and Vergo chases missing receipts itself instead of waiting for manual follow-up. Vergo proposes the coding by inference from your own accounting structure and history, mapping each reimbursement to the correct WBS element, contract, or cost object on first sight without building rule libraries or maintaining keyword lists. 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 — no waiting for clearing — and once they clear, they sync into Infor as GL-ready entries. Card spend, employee reimbursements, and AP invoices run through the same coding and review process, creating one reconciliation instead of three separate workflows.

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