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Expense and card transactions into Vista or Spectrum AP

Jobs, cost codes and approvers flow from the ERP to the expense tool, and approved expenses come back as AP invoices coded to the right job.

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The problem

Field staff spend on cards and file expenses in Concur, Ramp or another tool, but the job list there is out of date and accounting re-keys every approved report into the ERP. Miscoded expenses land on closed jobs or the wrong cost code.

What we build

We sync open jobs, equipment and GL accounts from Vista or Spectrum to the expense tool, make the job's project manager the approver, and return approved expenses to the ERP as AP invoices, one per report or one per line, as you choose.

How it works

Expense and card transactions into Vista or Spectrum AP: open jobs, equipment, GL accounts, employees and project-manager approvers flow from the ERP to the expense tool; approved expenses come back, are validated and become AP invoices coded to job and cost code, and expenses that fail validation are sent to a person with the reason.
Reference data goes out to the expense tool; approved expenses come back as coded AP invoices.
  1. 1

    Sync reference data

    Open jobs are added to the expense tool and closed jobs removed, along with equipment, GL accounts and employees.

  2. 2

    Set approvers

    Project managers from the ERP become approvers for their jobs' expenses.

  3. 3

    Return approved expenses

    Approved reports become AP unapproved invoices in Vista or AP invoices in Spectrum, coded to job and cost code.

  4. 4

    Handle exceptions

    Expenses that fail validation, such as a closed job or bad cost code, are routed to a person with the reason.

  • SAP Concur
  • Ramp
  • Viewpoint Vista
  • Trimble Spectrum
  • Trimble App Xchange

The value it creates

  • Time saved

    Approved expenses stop being re-keyed; we count manual AP entries before and after.

  • Cost saved

    Expenses are coded against current jobs, so fewer corrections after posting.

  • Standardization

    One job and cost code list across expense and accounting systems.

  • Visibility

    Accounting sees which expense batches posted and which need attention.

Proof

Related use cases

Frequently asked questions

One AP invoice per expense report or per line?

Either. One per report keeps AP tidy; one per line gives finer job and vendor coding. We set it with your accounting team.

Which expense tools does this work with?

We have worked with Concur and Ramp. Other card and expense platforms work the same way if they have an API for reference data and approved expenses.

How long does this take?

A typical rollout is a few weeks: kickoff, gathering mappings and approvers, configuration, testing with real reports, then go-live.

Next step

Which report or workflow would you like to improve?

Tell us what your team does today, which systems are involved, and what you want to change. We'll discuss whether there is a practical fit.

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Prefer email? charley@buildflows.ai