Product update

2021 in review - Better integrations, personal cards, seamless workflows, and more

January 25, 2022
Min Read

We’ve had a great year at Fyle, thanks to the constant support and feedback from our customers. Here are some of our biggest releases of 2021. 

Better integrations

Our accounting integrations have gotten much better. Admins can now automatically map fields such as employees, categories, projects, chart of accounts, tax information, or any other custom fields. All integrations with QuickBooks Online, NetSuite, Sage Intacct, and Xero are self-serve, and need minimal manual intervention. 

Integration with expense management software Fyle

Fyle for Slack

Approvers can quickly view and approve expenses from Slack. Users will also be notified when their expense report is approved and when the reimbursement is done.

Fyle for Slack

Better budget and policy workflows

Setting budgets and configuring policy workflows got easier. With an improved UI admins can set budgets for departments, cost centers, projects, categories, or a combination of the above. The policy workflow engine helps admins set conditions, triggers and actions to quickly resolve any violations. 

Setting budgets and configuring policy workflows
Setting budgets and configuring policy workflows

Suggested merge

Users can avoid submitting duplicate expenses using this feature. Fyle will show potential duplicates and allow users to quickly merge them into a single expense right from the dashboard. Additionally, users can manually merge expenses if they choose to. 

Auto merge expense

Personal cards

Users can now sync their personal credit cards to Fyle and track business expenses easily. Only the user has access to this information, ensuring complete security. 

sync their personal credit cards to Fyle and track business expenses

Improved mobile UI:

Our mobile app underwent a complete revamp. With a new design and better UX, admins and users can use the app to track and approve expenses on the go.

mobile expense management software

What’s next? 

We have got some exciting new features planned for 2022. Look forward to live credit card feeds, integration with Microsoft Teams, and more! 

Product update

2021 in review - Better integrations, personal cards, seamless workflows, and more

January 25, 2022
Min Read

We’ve had a great year at Fyle, thanks to the constant support and feedback from our customers. Here are some of our biggest releases of 2021. 

Better integrations

Our accounting integrations have gotten much better. Admins can now automatically map fields such as employees, categories, projects, chart of accounts, tax information, or any other custom fields. All integrations with QuickBooks Online, NetSuite, Sage Intacct, and Xero are self-serve, and need minimal manual intervention. 

Integration with expense management software Fyle

Fyle for Slack

Approvers can quickly view and approve expenses from Slack. Users will also be notified when their expense report is approved and when the reimbursement is done.

Fyle for Slack

Better budget and policy workflows

Setting budgets and configuring policy workflows got easier. With an improved UI admins can set budgets for departments, cost centers, projects, categories, or a combination of the above. The policy workflow engine helps admins set conditions, triggers and actions to quickly resolve any violations. 

Setting budgets and configuring policy workflows
Setting budgets and configuring policy workflows

Suggested merge

Users can avoid submitting duplicate expenses using this feature. Fyle will show potential duplicates and allow users to quickly merge them into a single expense right from the dashboard. Additionally, users can manually merge expenses if they choose to. 

Auto merge expense

Personal cards

Users can now sync their personal credit cards to Fyle and track business expenses easily. Only the user has access to this information, ensuring complete security. 

sync their personal credit cards to Fyle and track business expenses

Improved mobile UI:

Our mobile app underwent a complete revamp. With a new design and better UX, admins and users can use the app to track and approve expenses on the go.

mobile expense management software

What’s next? 

We have got some exciting new features planned for 2022. Look forward to live credit card feeds, integration with Microsoft Teams, and more! 


Travel Expense Management

Travel expense management

Ultimate guide to streamline your corporate travel and expense management

November 30, 2021
Min Read

Are you paying attention to your corporate travel and expense management

You should. Because according to GBTA (Global Business Travel Association), annual corporate travel spending will reach $1.4 trillion by 2024. 

If you are struggling with your travel and expense management due to your manual setup, it’s time to take a step towards digitization. This is because if you leave your expense management woes unattended, it can significantly impact the growth and scale of your business in the long run. 

This article highlights some of the top corporate T&E challenges and how businesses can embrace corporate T&E software to make expense management less frustrating.

Top corporate travel and expense management challenges and their solution 

Challenge no.1: Tracking and managing receipts

travel- expense-reporting

As a necessary means of staying compliant, businesses should always ensure employees submit their expense reports with corresponding receipts. This is because expense receipts serve as proof of spending and are crucial during audits. Receipts may either be paper receipts or e-receipts, and a single expense report can often come with multiple receipts. In these cases, the onus of collating, verifying, and documenting these receipts and reports would fall entirely on the Finance teams.

While some businesses believe using expense report templates may solve the problem, the truth may vary. With templates, employees are to manually enter expense details and attach photocopies of receipts as proof of spending. This may result in receipts all over the place and in varying formats. 

To add to the confusion, these templatized expense reports make it easy for missing, incorrect, and exaggerated entries to slip by. In these cases, Finance teams are to manually identify and address issues with multiple employees over multiple expenses. Further, all clarifications and justifications for these business expenses go unrecorded as they happen over emails, calls, or word of mouth. This translates to zero clarity and a highly ineffective means of managing business expenses and receipts.

How can a travel and expense management software help manage receipts?

  • Business travel and expense software comes with unlimited cloud storage that can store all your employees' trip reports and expense receipts in one place.
  • You and your Finance team can access the trip reports for review or reference from anywhere, using any device and at any time.
  • The T&E software eliminates the frustration behind paper receipts as employees no longer need to hold on to them to file later. They can simply use an expense reporting app to take a picture, and the software will automatically extract all the crucial information to the trip report form and store it in the system.
  • Employees can submit expenses through everyday apps like text message, Gmail, Outlook, and more. The software will collate all information under one platform no matter how your employees submit their expense reports.
  • Before your traveling employees submit their trip reports and expense receipts, the software can also run an automated audit check, so no errors or potential fraud pass through. 


Challenge no.2 : Frustration with unclear travel and expense policies

corporate travel and expense policies

Is your travel and expense policy clear and comprehensive? Is it easy to understand and document every step of your travel reimbursement process in detail? If not, then the chances are that it may be contributing to employee expense reporting frustration and poor reimbursement turnaround time.

Unclear T&E guidelines can lead to policy violations, out-of-policy expense claims, and finance teams spending more time going back and forth with confused and frustrated employees. This translates into productive time wasted over something that could have been curbed from the beginning.

Your travel and expense policies work as your one source of truth when it comes to employee reimbursements. Unfortunately, most companies pay no heed to their policies, and as a result, so do their employees. This results in out-of-policy expenses and other policy violations, which cause unnecessary financial leaks in the system.

How can a travel and expense management software help enforce policies?

  • Businesses can pre-set policies based on designation, business goals, nature of business expenses, and other such parameters.
  • Once you’ve set up your approval workflow and integrated your T&E policies into the software, it automates your entire expense management process.
  • With the policy set-up, you can spot expenses incurred on alcohol bills, holidays or weekends, and any other expenses outside your T&E policy guidelines.
  • This feature simplifies the entire expense approval workflow and increases employee compliance and productivity.


Challenge no.3: Reviewing and approving expense reports takes too much time 

review and approve expense reports

Expense management tasks can be frustrating for both employees and Finance teams. For example, employees need to keep a tab of their travel expenses and correctly enter all the information into an expense report template to be reimbursed on time. 

After employees submit their T&E reports, Finance teams need to collate all the trip reports from managers and manually identify claims that are not supported by your travel and expense guidelines. Then, in case of a policy violation, the Finance team needs to send back the travel report to the employee in whole or in part for necessary changes or clarification.

This can translate into a costly and time-consuming process. Additionally, due to stringent timelines, they may not thoroughly verify the submitted expense reports and may end up missing claims that might be fraudulent in nature. This behavior over prolonged periods can prove detrimental to the financial health of your business.

How can a travel and expense management software help review and approve expense reports?

  1. Modern expense software comes with OCR technology that scans receipts, extracts crucial data, and auto-fills a digital expense report in just a few clicks. This cuts down manual data entry tasks for traveling employees and also eliminates human-prone errors.
  2. The robust policy engine also comes with real-time policy checks to ensure no policy violations slip by.
  3. If the software detects any out-of-policy expenses, the software flags the errors and notifies the employee immediately to make corrections. In case of a serious violation, the approver gets informed as well.
  4. The software also provides a detailed digital audit trail that documents all activities related to an expense report. This comes in particularly handy during quick reviews, approvals, and audits.


Challenge no.4 : Lack of visibility into spending patterns and trends

Spend visibility with travel and expense software

Insight into expense trends occurs when Finance teams have historical and real-time data in hand. But, businesses who use traditional expense management means gain little to no insight as they have no data to refer back to. As a result, you can end up making ill-informed business decisions. 

Expense analytics and real-time insight into expense data play an important role in cost optimizations and preventing financial leaks in the system. But, this can happen only when businesses have the numbers to speak for them. 

How can a travel and expense management software help with spend insight?

  1. Since all travel expense data, such as flight bookings, accommodations, transportation costs, and more, are stored under one platform, Finance teams don't need to gather expense data from discrete sources.
  2. Finance teams can identify frequent spenders, top policy violators, and other recurring or abnormal patterns and address them.
  3. With real-time insight into the business's financial health, Finance teams can tweak and improve the organization's travel and expense policies to drive compliance.


Challenge no.5 : Delay in closing the reimbursements cycle on-time

expense reimbursement process

Delayed reimbursements in a manual travel and expense management setup can be due to a number of reasons. It can be because of:

  1. Employees dread the time-consuming and tedious expense reporting and tracking tasks and keep it for the last minute. This can lead to late expense report submissions from the beginning. 
  2. Working on their expense report at the eleventh hour can also cause multiple manual data errors, incorrect expense entries, missing receipts, and ignoring policy guidelines while filling in the expense report form. This may result in numerous back and forths between the approver and employee before it reaches the Finance team for a final audit. 
  3. Furthermore, since Finance teams receive all the expense reports in bulk just before the deadline, fraudulent expense claims can pass unnoticed.

How can a travel and expense management software improve reimbursement cycles?

  • The expense reporting app makes it really easy for business travelers to keep track of their expense receipts and submit their expense reports on the go from anywhere, ensuring they never miss a deadline.
  • With features like data extraction and receipt scanning, an expense software drastically reduces errors in an expense report. 
  • The real-time policy check engine also flags any out-of-policy expenses, duplicate bills, and policy violations when an employee uploads their receipts. This helps curb delays right at the source of expense creation. 


Streamline your corporate travel and expense management process today

The business world is continuously evolving to become highly receptive to the needs of employees. While the choice to automate your travel and expense management software may benefit you as a business, it also is a boon for your employees. Addressing employee challenges has a direct impact on employee morale and productivity. Thus, also impacting the overall financial productivity of your business. 

All this and more without your Finance team slogging it out.

Do you want to hop onto the bandwagon of digital change? Fyle does more than just expense reporting. Schedule a demo today to witness how Fyle helps you put an end to your expense management woes.

T&E software

Travel expense management

4 reasons why businesses should switch to a travel expense software

July 24, 2020
Min Read

Only people who have dealt with a travel expense report know business travel doesn’t always mean business class flights and fancy restaurants. 

Employees, managers, travel managers, and Finance teams juggle with multiple things to ensure business trip expenses are within the specified budget and comply with the travel and expense policy laid out by the company.

A travel expense software makes management of per diems, trip budgets, mileage, and trip expense reports easy for all the stakeholders involved. In this article, we list the top reasons why businesses should switch to a travel expense software to manage business travel expenses.

What is a travel expense software?

A travel expense software helps employees and managers streamline and automate all business travel-related expenses like cash advances, hotels, flight bookings, per diems, and employee travel reimbursements. 

A modern travel expense software also helps Finance teams gain real-time visibility and complete control over business expenses. Read on to understand how your business can benefit from a travel expense software.

Why should your business use a travel expense software?

Business travel is not all fun. It requires stakeholders to do a host of research and work even before the business trip. 

  • The travel managers or employees first need to find all the travel booking options that fall under the set guidelines for their category. 
  • If the employee selects the travel booking options, the employee would need to get it approved by their manager or travel manager. 
  • On approval, the employee is all set to go on the business trip. He/she would meet and dine with multiple people to close deals or to sustain and maintain business relationships. 
  • Employees would need to save all expense receipts during these visits to avail of employee expense reimbursements
  • If the employee either loses the expense receipts or forgets to report the expenses for the set deadline, the employee would stand to lose out on their money on business expenses. 

Additionally, there is a high chance of non-compliance or even deliberate expense report fraud in case:

  • Your expense policy does not lay out the framework of expense reporting properly
  • There are sudden changes in the business trip itinerary

This is where a travel expense software can help. 

SUGGESTED READ: How to detect and prevent expense report fraud

Features of an ideal travel expense software and how they help

Travel expense management is a complicated process for employees, managers, and finance teams alike. It involves hours of either manual entry and compilation of expense receipts and expense reports or manual verification and approval of submitted business expenses.

A travel expense software helps cut costs, save time, and provide valuable insight into expense data that can be used to further streamline your organization’s corporate travel management. Let’s dive deeper.

Feature: Pre-spend approvals

Problem: Travel expenses occur even before the trip does. Therefore, employees are issued cash advances for travel and accommodation bookings. 

Travel bookings are generally either done by the traveler (employee) or the travel manager. In either case, your employees, manager/approver, and travel manager must understand  your travel and expense policy, preferred vendors, and budget allocations. Additionally, the travel booking preferences and booking confirmation back-and-forths, all happen during billable hours.  

Solution: A travel expense software automates this process and allows the employee to directly raise trip requests and submit a list of preferred vendors to the travel manager. This can then be forwarded to travel vendors for booking. 

Once the details are in place, the vendor sends the trip request back to the approver/traveler for confirmation. Travel bookings can be confirmed immediately on approval. 

Fyle offers 360-degree trip reports that bring all business expenses incurred for a particular business trip/project under one single trip report. 

SUGGESTED READ: How to use Fyle as a travel approval software

Feature: Employee expense reporting

Problem: Traditionally, traveling employees save receipts for all business expenses so they can fyle for travel reimbursement post-trip. 

Safekeeping of receipts, ensuring expense policy compliance, and submitting the expense report on time is much unproductive work for your globe-trotting employees. This can be especially hard in case of sudden changes in the itinerary.

Solution: A travel expense software makes it easy for employees to track, scan, and save business expense receipts - from wherever and whenever. 

Once the trip is finished, your employees can submit their travel expense reports with just a click. The ease that an expense reporting software brings to traveling employees saves them a lot of frustration, time, and hours. 

Fyle allows employees to send business expenses to expense reports from within everyday apps like G-Suite, Outlook, WhatsApp, text message, slack, and many more. 

 SUGGESTED READ: Five ways to make expense reporting easier for employees

Feature: Expense policy compliance

Problem: One can not always be expected to remember the nuances of their company’s corporate travel and expense policy

Employees can sometimes forget what expenses qualify as business expenses or spending limits, and managers or Finance teams may sometimes miss fraudulent or out-of-policy expenses. This puts the organization and the traveler at risk with the tax authorities.

Solution: A travel expense software comes with a robust policy engine that detects and prevents any non-compliant expenses from even being claimed. 

In cases where the employee submits an expense despite automatic flagging, the expense is sent to a reviewer to validate the expense. This prevents any fraudulent expenses from being fyled.

Fyle’s policy engine automates and enforces policies on anything your organization might need. It also maintains a digital audit trail that helps track actions taken on every single expense.

SUGGESTED READ: Check expense report frauds with Fyle

Feature: Employee travel reimbursement

Problem: Finance teams are tasked with manually verifying receipts with expense claims, ensuring expense policy compliance, and processing travel reimbursements. 

In cases of non-compliant expenses, the report is sent back to the traveler for rectification or justification. Finance teams also have to check and weed out out-of-policy expenses, or fraudulent expense claims. This time-consuming task ultimately results in delayed travel reimbursement, which takes a hit on employee morale.

Solution: A travel expense software ensures real-time policy compliance by raising flags for any non-compliant expenses or expense reports at the source of expense creation itself. This allows travelers to rectify errors without the Finance team having to chase them. This saves a lot of time and effort for all the stakeholders involved in the process.

Also, when it comes to travel booking research or employee travel reimbursements a travel expense software automates the entire process of travel expense reporting while ensuring real-time expense policy compliance and audit readiness.

Further, a T&E software allows approvers to initiate multiple transactions to different employee bank accounts from the centralized expense management dashboard.

Fyle’s travel reimbursement features allow approvers and Finance teams to track the transaction status of any expense reimbursement right from the dashboard.  This allows for an overall view of all business expenses that can help Finance teams gain sight of the larger picture.

SUGGESTED READ: Balancing expense policy compliance and happy employees

Benefits of using Fyle as your travel expense software

Here’s a list of excellent reasons why you should consider Fyle as your travel and expense management software:

  • Direct integration with your existing ERP/HRMS/accounting software
  • Integration of corporate credit cards and automatic reconciliations
  • Effortless travel and hotel bookings for business trips 
  • Google Maps integration for accurate mileage tracking
  • Flagging of non-compliant expense receipts at the point of expense creation
  • Pre-compliance for trip requests to ensure continuous compliance
  • Real-time visibility into all trip statuses and trip expenses
  • Reduced turnaround time for employee travel reimbursements
  • A unified, searchable and unlimited business expense receipt storage
  • Industry-best practice security and privacy measures

Fyle’s innovative and employee-friendly expense reporting features make travel and expense management a breeze! In the words of the folks at IDC,

“Fyle is intelligent, employee-centric, scalable, and delivers significant value to growing businesses without any impact on user experience and quality of support.”

Ready to upgrade your T&E management? Schedule a demo with us today!

Travel expense management

Best practices to effectively manage your travel expense audit

April 1, 2020
Min Read

The average business trip costs over $1,293, and that cost is expected to increase. Plus, travel is one of the hardest expense categories for business owners and managers to control.

To add to the problems, some people call travel expense report fraud the "gateway" to even bigger things. Employees who migrate to more significant scams typically begin by dabbling in travel expense report fraud. 

When was the last time a travel expense audit was conducted to check for things like expense report fraud?

Interested to learn more about travel expense audits and some of the best practices for mitigating fraud? Here's a guide that breaks it down for you.

What is a travel expense audit?

When employees travel, they spend money on things like hotels, airfare, meals, coffee, and other travel-related needs. They save their receipts and either input them into a shared virtual space or save them to submit when they return from traveling.

A travel expense audit focuses on the approval of those reimbursement items. It also analyzes the adequacy of supporting documentation provided by the employees.

Sometimes a company realizes they're losing too much in petty cash. Often, there are too many discrepancies in the reported expense numbers. It could be due to a misunderstanding of the company's travel and expense policies, or it could be as a result of reimbursement fraud.

A travel expense audit helps you find out what’s hurting your bottomline. A to-do checklist can help you make sure all the right steps are being followed.


The how-to guide to building a corporate travel policy

Guidelines to create an effective travel reimbursement policy

Expense reimbursement policy best practices for your business

Travel expense audit to-dos

Evaluate your overall internal control environment

Take a look at the way expenses your organization handles business expenses. This includes pre-authorizations, approvals, and the final review. Also, ensure different employees perform different tasks. For instance, travelers should never be permitted to approve their own business expense claims.

Assess the effectiveness of your current processes

Ensure you tailor your operations to fit your organization and its needs. For example, if travelers get to approve their own expenses, it's a red flag for ineffectiveness. Your current process should be prepared to tackle both present and future scenarios.

Test selected reports in detail

Going through all the reports may be time consuming and laborious. You can select reports and go through them thoroughly. This might be an excellent exercise to pinpoint the most compelling parts of your processes. Detailed testing can also help you identify if travel expenses made by employees always serve business purposes.

Analyze your travel and expense (T&E) policies

Your travel and expense policies must be concise with a clear set of guidelines. This ensures those involved in the expense reporting process have clearly defined roles with no crossover. A comprehensive T&E policy can help avoid reimbursements of fraudulent expenses or misrepresented expenses.


What is travel and expense Policy?

How can expense policy compliance benefit your business?

Things to consider while designing an expense approval workflow

A guide to streamline your travel request approval workflow

Why are travel expense audits important?

Too many businesses avoid travel expense audits because they're time-consuming and extensive. However, by using better tools, you can make the process easier and more efficient. 

Travel expense audits are vital for cutting costs. They also ensure that all employees are compliant with travel and expense policies.

More importantly, internal audits serve as the primary way to recognize and prevent fraud. A rigorous system for operations and internal controls can help detect fraud and accounting irregularities.

What are travel expense audit procedures?

Audit procedures are the methods (or steps) performed by auditors to get all the information they need. They then use this information to form a report. The report reveals whether or not it represents a clear and fair view of the financial position of the company or sector in question.

  • Procedures are always outlined during an audit's planning stage. First, the audit's objective gets declared, followed by the approach, scope, and any potential risks.
  • Audit procedures must be sound to identify and prevent future fraud. They must also include a plan to detect any fraud in the future.

A travel expense tracker, for example, is an excellent way to combat multiple reimbursements.

What do audit procedures entail?

It is essential to follow a set procedure for a travel expense audit. Having a well-defined and well-communicated procedure helps prevent confusion and chaos within teams or processes. It also supports all stakeholders to understand their role in the process. This helps everyone stay informed and proactive. 

Audit procedures include:

  • Analytical review of expense reports

In an analytical review, an auditor analyzes whether or not financial information is materially sound. They'll do so by matching up records with receipts. This is where having well-documented receipts and expense reports come into play. 

  • Inquiry into suspicious expense claims

Here an auditor can interview employees if they find anything fishy. For example, if an employee always eats at the same restaurant, or entertains the same "clients." The auditor in this case  can ask how all of those meals are business-related.

  • Inspection of company travel policies

Here, the auditor can inspect and analyze the company policies. Using these findings, they can determine how strict supervisors are in making sure travelers follow them. This is where most businesses end up running into trouble with the IRS. 

  • Recalculation and verification of financial records 

This is where the auditors will recalculate and inquire until all financial irregularities are accounted for. Remember, as processes become more refined and stable, audits can occur less frequently too. 

Best practices to mitigate business expense fraud

A recent study suggests, nearly 1 in 5 occupational fraud involves expense reimbursement. What’s saddening is these whopping numbers show up despite over 80% of companies stating audits are necessary. Don't play around with your business' money. 

No matter how much you trust your employees, there could still be glitches or dishonesty that's costing you. Some ways in which individuals exhibit fraudulence are:

  • Overstating expenses
  • Submitting fictitious costs
  • Reimbursing multiple times
  • Mischaracterizing expenses

In addition to performing regular audits, here are some hacks to avoid expense fraud:

  • Create and enforce a well-defined travel expense policy that’s easy to read and digest
  • Monitor all expense reports and regularly check for duplication and errors
  • Manage receipts using an expense management software for more consistent entries
  • Make sure there are clear, enforced approval policies for both before and after submitting an expense

Another helpful tip is to use an expense management software that captures all employee spending using mobile-based receipt data extraction. These advanced apps use technology like OCR (Optical Character rRecognition), that help eliminate the task of manual data entry. As a result, there will be fewer human-prone errors too. 


How to detect and prevent expense report fraud

A travel expense management software will save you time and costs

Your business can mitigate fraud and ensure compliance by performing regular audits and following the best practices of the industry. But if done manually, this process could cost you time, money, and effort. A more effective and easier way to ensure your bottom line is covered with minimal manual intervention is by using an expense management software. 

When you incorporate an expense management software, all stakeholders stand to benefit. 

  • Your finance teams would no longer need to hound employees for expense submissions. They would also not be under heaps of receipts pending on verification and approval. 
  • Your employees would no longer have to fill in lengthy, tedious forms for reimbursements. They would also not have to lose out on their money for business-related expenses. 

Happy employees at the workplace mean an increase in employee productivity and morale. This has  proven to be a winning formula for any business aiming to scale. 

Are you curious to know how we can help increase employee productivity while also streamlining your expense management? Get in touch with us today by scheduling a demo!


Effortless expense management for all business spends. Earned time, saved costs, improved productivity, happy employees - achieve it all with a single software.

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Corporate Card Reconciliation

Corporate card reconciliation

Challenges in corporate credit card reconciliation process

March 3, 2020
Min Read

If you’re a growing business, the move towards getting a corporate credit card becomes a necessity. This small plastic card gives businesses higher power and convenience in managing business expenses and more. 

While all of this makes the corporate card seem like a boon, it also has a downside to it. If managing business expenses is a challenge for your business, chances are you also face challenges in your corporate credit card reconciliation process. These processes, if not handled efficiently, can cause financial leaks. This can prove detrimental to the health and growth of your business. 

Below, we will discuss:

  • The importance of Corporate Credit Card Reconciliation
  • How to effectively reconcile Corporate Credit Card expenses
  • Reconciliation challenges finance and accounting team face 
  • Efficient  and easy ways to overcome these challenges


How to select a Corporate Credit Card program for your business

Why is the Corporate Credit Card Reconciliation Process important?

Making a payment for your credit card statement without a second glance may not be the wisest thing to do. Big financial institutions make mistakes too, and it can end up costing you a lot more than what you should be paying. 

The reconciliation process starts when a business receives charges for their expenses. The expense details are then manually matched to the company’s internal finance record to look for any discrepancies. 

This process ensures:

  • The money leaving the account is equal to the amount spent in one fiscal period
  • No fraudulent activities get by.
  • The company’s records always stay audit-ready.

How to reconcile corporate credit card expenses?

Reconciliation, as we know, involves the process of matching expenses with your internal finance record. But how do you go about the entire process? 

Step 1: Collecting and sorting receipts

Receipts are proof of expenses. It comes in several forms and helps  account for money spent. A purchase made using a credit card comes with an invoice given to the customer at the time of sale. These receipts should be collected from all the cardholders and stored for future reference.

Pro tip:

Paper expense report forms, Excel sheets, and receipt scanners are the different ways that companies use to store the details of their business expenses.

Step 2: Matching expenses to transactions

With the receipts in hand, finance teams can now match credit card statements to reported business expenses.  Businesses can do this with  the help of any preferred system for reconciling. 

Pro tip:

Ensure that other than fees and interest charges, there shouldn't be any other unmarked items in the credit card statement.

Step 3: Notifying your bank in case of error

There are always chances of error, either with or without intention. These errors can be corrected if you notify your bank at the earliest. Ensure timely action by reporting any unauthorized activities or fraudulent behavior.

Some examples of commonly occurring errors with card reconciliations are:

  • Refund for a canceled purchase 
  • Charged for a failed transaction 
  • Bill payment processed twice leading to duplicate charges


How to manage receipts effortlessly (For the modern employees)

3 challenges finance teams face with the Corporate Credit Card Reconciliation Process

Most companies reconcile credit card expenses with paper-based and spreadsheet-driven methods. This process is not only inefficient but also forces employees to put in long hours of manual labor. This, in the end, only results in more inefficiencies and loopholes in the process. Given below are some challenges that can hinder your finance team’s progress:

  • Ensuring accuracy and efficiency in the entire reconciliation process

For employees, reconciling corporate credit card expenses means entering data without making an error. Even a single missing number or double entry can put the employee's reimbursement on hold. Also, routinely submitting expense reports to get back their own money can affect employee happiness.

For finance teams, inaccuracy and inefficiencies in the credit card reconciliation process make the company vulnerable to financial exposure. Also, the traditional methods of reconciliation include a high-involvement of employees but do little to remove human-prone errors. 

In case an employee uses the card for personal expenses, there needs to be a way to flag violations accurately. When matching the expenses with the bank statements, the finance team has to identify and address personal expenses. While reconciling, finance teams also have to make sure that there are no errors made by the vendors or credit card issuers. 

  • Curbing an increase in the volume of transactions 

Corporate credit cards have helped revolutionize the speed and efficiency of payments in businesses. But this also implies a high volume of transactions. With the ever-growing number of transactions, the chances of missing human errors, duplicate submissions, and inaccurate information also get higher.

Along with multiple card programs for various employees, departments, and categories, all the data needs to be pulled and managed under one tab. Your accounting team has to sieve through all the transactions and reconcile one-to-one and one-to-many transactions. This can prove to be a costly and cumbersome expense for your company and employees.

  • Recognizing and correcting policy violations

According  to a survey conducted by Ernst & Young

Financial departments spent up to 59% of their resources on managing transaction-intensive processes.  Of this, 95% of the effort goes into transactions that are already matching rather than with entry-related problems.

The traditional approach to credit card reconciliation offers no quick and coherent method to find policy violations. Employees have to painstakingly go through every transaction to make sure expenses are following the company's travel and expense policies. This further adds to the delay.

Whenever an employee uses the company's credit card for personal expenses or overspends, there is no way of getting notified unless checked manually. Additionally, a loose policy framework coupled with weak enforcement of T&E policies can misinform employees and cause unauthorized purchases. This also increases the chances of fraud and claims to multiple duplicate expenses.

Address your reconciliation challenges 

The manual corporate credit card reconciliation process is time-consuming, costly, and laborious. Additionally, if not done right, it can pose a huge threat to the financial health of your business. The modern approach to ensure a high benchmark of accuracy and efficiency is by implementing an automated expense management software . 

Opting for an automated solution over a manual system can help your business overcome these challenges:

  • Save time without manually reconciling card spends

Your team (employees and finance teams) end up wasting a lot of time manually inputting, verifying, and approving business expenses. Sadly, irrespective of all the time and effort they put in, duplicate and fraudulent entries still slip by. You can negate this by using a software that eliminates manual data entry and manual data verification.

An expense management software gives the ability to extract transaction details from the receipts virtually. Hence, expenses can be submitted, approved, processed, and reimbursed, all without the need for manually entering details. Therefore, the chances of human error and human bias also drastically reduce.

  • Automatic reconciliation of credit card expenses 

With an expense management software, all receipts and bank statements are automatically matched and reconciled within a few clicks. This saves the accounting team from having to verify and approve large quantities of transactions manually.

Additionally, an expense management software helps:

  1. View and store all transaction details under one centralized dashboard.
  2. Record all and any changes in the form of a digital audit trail
  3. Enable employers and finance teams to gain a cursory view of all expenses
  4. Identify and rectify any errors before they are processed.
  5. Streamline the entire process and also facilitate faster reimbursements. 
  6. Access information using any device from anywhere and at any time.
  • Increase employee compliance with real-time policy checks

Integration with an automated solution helps ensure that all stakeholders remain compliant at all times. A TEM software makes sure the expense policies and guidelines set by the company are in alignment with every expense report claim submitted by an employee.

In the case of a policy violation, an automated expense management software will:

  1. Notify all stakeholders of a flagged expense. 
  2. Run automatic policy-checks to reduce the chances of fraudulent activities, duplicate claims, and overspending by employees.
  3. Reduces the time taken to track and resolve any policy violations.
  • Streamline the entire corporate credit card reconciliation process

Implementing a robust expense management software can save valuable time and can quickly help identify and rectify errors. It also ensures the company stays ahead with its audit and tax filing. Lastly, it works as an active catalyst in increasing employee compliance.

The credit card reconciliation process consists of several phases and processes. These processes need to be followed to the dot to avoid any execution errors. Having a clear view of roles and responsibilities helps teams to stay prepared. 

Additionally, all stakeholders are well-aware of the process, rules, and consequences of not following them. This ensures transparency across the company. 

In conclusion 

The corporate credit card reconciliation process is a crucial task for understanding the financial standing of a company. It is also a necessary process to check if your employees are indulging in any fraudulent behavior. Lastly, it helps identify and solve credit card errors and settle disputes with banks and vendors, if necessary. 

Manual, paper-based methods can become a complicated procedure involving government policies and your employee’s time and money as well. But this is a tedious and time-consuming process that can be eased by the use of technology.

Do you want to upgrade the way your business  reconciles credit card spends? Fyle comes equipped with features like automated reminders, duplicate detection, and card transaction reversals to make the reconciliation process seamless.

Schedule a demo today to make expense management easier, faster, and accurate for all the stakeholders!


Corporate card reconciliation

How to use Fyle as your credit card management system?

November 19, 2019
Min Read

Does your finance team have a trusted credit card management system to manage all employee corporate credit card expenses effectively? 

Corporate credit card usage is on the rise due to its ease of use. With these cards, employees no longer need to worry about using their own money for business expenses. But with these cards, it becomes all the more critical to effectively track, monitor, and stay on top of things. If ignored, it can rack up extra chores for the entire team. Even worse, it could severely affect your company's bottom-line due to prolonged financial leaks. 

But how does one go about picking the right credit card management system for their business?

In this article, we talk about how Fyle as an expense management software can help your finance team tackle challenges related to credit card management and more. Let's dive in!

Does your business need an effective credit card management system?

Credit cards as a payment method have their own set of pros, but keeping track of spending can be difficult. Even a simple task can become demanding, taking up time and effort from your finance team and employees. Traditional methods for managing credit cards, bring with them a set of challenges that could pose a threat to the financial productivity of your business. Here’s why:

  • When you have multiple cards assigned to multiple employees, keeping track of usage becomes a challenge. 
  • With hundreds of incoming transaction statements, it’s easy to miss out or make entry errors while reconciling. 
  • When your finance team doesn’t have real-time visibility into the employee’s expenses, it can lead to fraud. 
  • Spotless accounting and staying audit-ready becomes challenging, potentially putting the business at stake with the IRS.


Best Practices to manage Corporate Credit Cards

Fyle as a credit card management system

Fyle has several features that can help you ease your corporate credit management woes. Our automated solution makes sure all the monotonous routines around expense reporting and corporate card management are taken care of. This spares extra time for your finance team to do more intuitive work and put their skills to better use. This also increases productivity and boosts the morale of your team as well.

Fyle as your credit card management system can help you achieve multiple goals in a short period. Here’s a look at some of them:

  • With Fyle, you can manage multiple cards and cardholders seamlessly.
  • You can track employee spends to ensure no overspending.
  • You can easily validate and reconcile credit card expenses with direct bank feeds.
  • Accounting and staying audit-ready becomes a breeze with a unified dashboard.

Assign and keep track of all your corporate credit cards

Irrespective of whether you’re a small business with few cardholders or a large enterprise with multiple cardholders, Fyle allows you to manage all your corporate credit cards with ease. Once your organization’s card feed is set-up, you can easily assign your company’s credit cards to your employees. Additionally, your finance team can also track and monitor all assigned and unassigned cards. This provides for a wholesome approach to effectively managing business credit card expenses. 

View and track all your corporate credit card expenses

On assigning cards to users, all the expenses incurred will be directly reflected in your Fyle account. The finance team can then view all the payments made using credit cards. They can also see which of the corresponding expenses are yet to be reported. Additionally, the team can filter and view expenses for desired timelines. Lastly, finance folks can also customize and send timely reminders to employees to match their expenses on time.

Get direct feeds from the bank

When multiple employees are assigned to various credit card providers, tracking all the transactions in their bank feed can be a demanding task. Fyle takes care of this problem by syncing all your corporate credit card details with direct bank feeds. By integrating directly with the bank providers, you can expect to get a clean feed in real-time. Additionally, we provide a reliable data flow of all your corporate card expenses. This ensures complete protection over your company’s bottom-line.

Handle credit card reversals

Sometimes a merchant may unintentionally charge twice for a purchase made through the corporate’s credit card. While it may not be a significant loss, it is necessary to make a note of for accounting purposes - duplicated charges can cause confusion and imbalanced records.

At Fyle, we understand finance teams can easily miss transaction reversals, leading to accounting errors. This is why we created our feature that seamlessly matches every expense to its corresponding transactions. 


In cases of extra charges, employees need to support their claim with the help of receipts and relevant expense entries.

Ensure seamless accounting

With a better credit card management system in your hand, you can stay prepared for the tax season as well as for audits. Fyle makes sure that your finance team stays ready without rushing or worrying at the last minute. Our expense management software comes loaded with features that can help your finance team tackle the challenges of accounting. Here are few such instances:

  • Finance teams can configure and send automated reminders to employees to match their expenses on time. 
  • With an automated reconciliation process, the finance team can stay tax-ready as well as exercise their skills in a more meaningful way.
  • Fyle can easily integrate and manage a wide array of corporate credit cards. Whether your employees use Mastercard, VISA, Diner's Club, or American Express, it can be directly integrated with the software.

Choose Fyle to effectively manage your corporate credit card expenses

Choosing to handle your corporate credit cards in the old-fashioned way brings numerous challenges tied to it. You may have cards from multiple card providers to suit your needs, but tracking its usage through disparate systems becomes a whole other problem. When you do not own a centralized software to track all cards, identifying assigned cards can be confusing as well. Additionally, when it comes to staying audit-ready, tasks such as reconciliation can become taxing on your finance team.

At Fyle, we understand the challenges that come with managing corporate credit cards for your business. Thus, we have come up with features that will ease the burden on your finance team. This means automating mundane tasks, easy integration, providing direct bank feeds, and matching expenses accurately. With our features available at your disposal, your finance team’s productivity can be optimized and enhanced to help meet business goals.

Want to know more? Schedule a demo with us today to see how Fyle magic works!


Expense Policy

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