Employee Reimbursements, Coded the Way Your ERP Works

Corporate card expenses are transactions on company-issued credit cards tracked and reconciled through Vergo's expense management module. Employee reimbursements are out-of-pocket costs paid by the employee personally — using their own cash or personal card — that the company owes back. Vergo handles both in a single platform. Card expenses are auto-matched to transactions and synced to the ERP. Reimbursements are submitted via mobile app, approved through a workflow, and posted to the ERP as a payable to the employee. Both are coded to your ERP's own structure and ERP-integrated.

Vergo's reimbursement approval workflows are configurable to match your org structure. Reimbursements can be routed by project, department or job (to the responsible manager), by dollar threshold (amounts over a set limit route to the CFO), or by employee role. Approvers review from their phone or email without logging into the ERP. Once approved, the reimbursement syncs to the ERP — the controller reviews a clean, already-coded batch.

Yes. Vergo tracks mileage reimbursements for employees who drive personal vehicles for work — to client sites, between locations or between projects. Employees log mileage from the mobile app, Vergo calculates the reimbursable amount based on the IRS standard mileage rate or your company rate, and the record is coded to the right GL account and dimensions — or job and cost code — before routing for approval.

Employees — in the office, on the road or in the field — use the Vergo mobile app to submit out-of-pocket expenses. They photograph the receipt and submit it. Vergo's AI extracts the expense data, proposes the coding in your ERP's own structure, routes it to the appropriate approver, and once approved, syncs the reimbursement record directly into your ERP — replacing email chains, paper receipts, and spreadsheets.