In the world of finance, talk is cheap. While product features and pricing are important, nothing builds trust and credibility like a real-world success story. For businesses struggling with chaotic expense management, these stories serve as a powerful blueprint for what’s possible.
This blog is a curated collection of real-world success stories from businesses that have transformed their expense management workflows with Fyle.
From a small real estate firm ditching spreadsheets to a global non-profit mastering multi-currency compliance, these case studies showcase Fyle’s ability to solve a wide range of pain points.
Each story follows a simple, compelling arc: Problem, Solution, and Results. We’ll show you a clear before-and-after comparison, backed by robust metrics that prove Fyle's value in a way words alone can't.
1. Centric Infrastructure Group: NetSuite Expense Management Integration
Company Details
A mid-market infrastructure company with over 200 employees that builds and maintains critical infrastructure across the U.S.
The Pain Points
Centric was a growing company with complex financial operations, but their expense management was still stuck in the past. The finance team faced a manual process for verifying credit card transactions, and reconciliation was a headache. The old system had limited integration with their core accounting software, NetSuite.
The Fyle Solution
Centric chose Fyle for its ability to provide seamless, two-way integration with NetSuite.
Fyle’s real-time credit card feeds automated the collection of receipts, and the system was configured to control how expenses were migrated and mapped to various fields like projects and departments. This empowered employees to code expenses at the source, eliminating the need for manual data entry and a chaotic reconciliation process.
The Results:
- 90% reduction in errors: By allowing employees to code expenses at the source, Fyle eliminated the opportunity for manual errors.
- Under 2-minute reconciliations: Receipt and transaction matching now happens in under two minutes.
- Faster approvals and reimbursements: Over 35% of expense reports are approved in less than a day, and employees are reimbursed in just 1-2 days via direct ACH transfer.
- Accelerated month-end close: The automation and real-time visibility, powered by a deep NetSuite integration, have significantly accelerated their month-end close.
“Fyle was the best expense software we found that connected with NetSuite seamlessly and efficiently, allowed control of our expenses within NetSuite, and had an easy-to-use end user interface.” — Kyle Shaffer, NetSuite Administrator, Centric Services Inc.
2. Westhaven Builders: Construction Expense Tracking and Compliance
Company Details
A growing construction company specializing in both commercial and residential projects.
The Pain Points
Westhaven Builders struggled with a manual, error-prone expense process. Their controller, Tifany Wunschl, was manually managing 19 credit cards and facing disorganized receipt collection, making it nearly impossible to match expenses with the correct job and cost codes. The lack of a formal approval workflow meant that errors were not caught until it was too late.
The Fyle Solution
Fyle automated receipt collection by allowing employees to submit receipts instantly via text message.
The system also ensured accurate job and cost coding by importing data from Sage 100 and making the selection of these fields mandatory. The real-time credit card feeds and receipt matching reduced reconciliation time, and an integration with Sage 100 eliminated the need for manual data re-entry.
The Results
- 95% reduction in errors: By making job and cost coding mandatory and automating data collection, Fyle eliminated the opportunity for human error.
- 70% increase in timely receipt submission: Fyle’s text-message receipt capture led to a significant increase in the percentage of receipts submitted within 30 minutes of a transaction.
- Under 2-minute reconciliation: The time to reconcile expenses was reduced to less than two minutes.
- 8 days saved on month-end close: The time to close the books each month was cut from 20 days to 12 days.
“Fyle has truly improved the way we manage our expenses, by saving us a tremendous amount of time that used to be spent manually inputting receipts and reconciling expenses.” — Tifany Wunschl, Controller, Westhaven Builders.
3. Riverbend Development: Automated Small Business Expense Management
Company Details
A real estate investment and development firm with 25 employees.
The Pain Points
Riverbend Development was struggling with a manual, spreadsheet-based system that wasted over 20 hours per month for the finance team. They faced disorganized receipt collection and a lack of real-time visibility, making it difficult to track spending across projects and companies.
The Fyle Solution
Riverbend chose Fyle because it was a simple, intuitive system that their team would actually use. Fyle’s real-time credit card feeds enabled employees to submit receipts instantly via text message and tag expenses with the correct project and company at the point of purchase. This eliminated the need for back-and-forth after expenses were submitted and provided cleaner data from day one.
The Results
- 20+ hours/month saved: By eliminating manual matching and data entry, the finance team now saves approximately 20 hours every month.
- 90% of receipts submitted in under an hour: Fyle’s text-based receipt capture and mobile-first approach led to a dramatic increase in the speed of receipt submission.
- Faster approvals: Over 60% of expense reports are now approved within two days, a significant improvement from the previous multi-day delays.
“Before Fyle, we were doing everything manually. Now, receipts come in instantly, expenses are tagged correctly, and I'm not spending hours cleaning up data.” — Paul Broaddus, CIO & CFO, Riverbend Development.
4. Insane Impact: A Field Team's Mobile Expense Management
Company Details
A mid-sized provider of LED screen solutions with over 50 employees, constantly on the road.
The Pain Points
Insane Impact’s field team was struggling with a chaotic expense process using Expensify. They faced a lack of visibility, duplicated transactions, and clunky expense splitting. Their shared login model for credit cards made reconciliation a recurring challenge and created extra work for the finance team.
The Fyle Solution
Insane Impact switched to Fyle for its simplicity and structure. Fyle's seamless mobile experience for employees allowed them to snap a photo of a receipt and be done with it. Fyle also provided individual card connections, which gave the team confidence that every transaction would show up where it should, with no duplicates or mix-ups.
The Results
- 50% faster reconciliation: Fyle’s seamless mobile experience cut reconciliation time by 50%, saving 8-12 hours per month for the finance team.
- 70% of reports approved in under 2 days: Fyle’s streamlined approval workflow kept things flowing, ensuring reimbursements were on schedule.
- 40% increase in receipt submission: Fyle's intuitive mobile app made it the preferred method for expense submission, ensuring timely and accurate data.
“What we really needed was something simple for our team in the field and structured on the backend. With Fyle, we finally have both.” — Kyle Ortmann, President, Insane Impact.
5. Scobee Powerline Construction: For High-Volume Credit Card Reconciliation
Company Details
An SMB construction and utilities company specializing in powerline construction, maintenance, and storm restoration.
The Pain Points
Scobee Powerline Construction’s finance team was drowning in a manual expense management process. They were trying to track expenses from 27 corporate credit cards and 50 fuel cards, leading to a massive administrative burden that consumed 24-48 hours per week of their time. The process was slow, error-prone, and a major bottleneck for the business.
The Fyle Solution
Scobee implemented Fyle’s expense management solution to automate their workflow. Fyle's real-time transaction syncing from corporate cards and automated receipt collection, which allowed field employees to submit receipts instantly via a simple text message, was a game-changer. The seamless integration with QuickBooks Desktop and Online also eliminated manual data re-entry.
The Results
- 85% reduction in reconciliation time: Fyle’s automation cut the finance team’s reconciliation time by an astonishing 85%.
- Month-end close cut from 7 days to 1 day: The automation and real-time visibility have drastically accelerated their month-end close.
- Instant receipt submission: Fyle’s text-based receipt capture eliminated delays and lost receipts, ensuring the finance team always has a complete audit trail.
“Fyle has significantly streamlined our credit card reconciliation process, reducing manual effort and improving accuracy.” — Lisa Laughery, Special Projects Manager, Scobee Powerline Construction
6. Heart of the Rockies Initiative: A Non-profit's Mileage Tracker
Company Details
A non-profit conservation group focused on large-scale land and water conservation.
The Pain Points
With a team of remote employees, this non-profit was struggling with inconsistent mileage reimbursement submissions, manual expense tracking, and a lack of a formal approval workflow for expenses. It took about four hours every month just to chase down receipts and match them to card transactions.
The Fyle Solution
Fyle’s automated mileage tracker that uses Google Maps for accurate IRS rate calculations was a game-changer for the team. It reduced the time spent on mileage tracking from hours to minutes. The platform also provided real-time card feeds that prompted users to upload receipts via text message, leading to a drastic reduction in lost receipts and speeding up reconciliation.
The Results
- 8x increase in expense report submissions: By simplifying the submission process, Fyle led to a massive increase in the number of expense reports submitted.
- 73% of reports approved in under 12 hours: Fyle’s streamlined approval workflow and automated reminders ensured that reports were approved quickly, a significant improvement from the previous multi-day delays.
- Automated mileage tracking: The time spent on mileage tracking was reduced from hours to minutes.
“The Fyle app and the ability to text a receipt photo are our staff's favorite features.” — Emily Harkness, Community Engagement Manager, Heart of the Rockies Initiative.
7. Voodoo Brewery: Expense Management for a Remote-First Team
Company Details
A brewpub franchise with a remote-first team of 6–10 employees.
The Pain Points
With a remote team, Voodoo Brewery had a complete lack of visibility into spending. The reconciliation process was manual and took up to 15 hours per month, with receipts coming in various formats. This made it difficult to prepare for annual audits and a month-end close that was a multi-day struggle.
The Fyle Solution
Voodoo Brewery chose Fyle for its intuitive mobile app that allowed employees to easily capture receipts. Fyle’s AI automatically extracted the details and matched them to the right card transaction, providing the finance team with real-time visibility into spending. The seamless integration with QuickBooks Online also auto-pushed approved expenses, cutting down on manual data entry.
The Results
- 14+ hours saved on reconciliation: Fyle’s automation drastically reduced the time spent on manual reconciliation.
- Month-end close cut from 3-5 days to <1 day: The automation and real-time visibility have drastically accelerated their month-end close.
- Audit-ready records: Fyle's platform provided a secure, centralized audit trail, ensuring compliance for annual audits.
“Fyle has provided my employees and me a comprehensive, user-friendly process for tracking all transactions.” — Rick Schmitt, Director of Finance, Voodoo Brewery.
8. Agape of Central Alabama: Real-time Expense Management for Non-profit
Company Details
A non-profit organization that helps children through foster care and adoption.
The Pain Points
Agape’s reconciliation cycles were cumbersome, taking 2-3 hours per month, and their manual, spreadsheet-based processes were prone to errors. They struggled with manual follow-up for late or lost receipts and inconsistent mileage tracking, which was a major headache for their field team.
The Fyle Solution
Fyle’s real-time card feeds that work with a company’s existing Chase Visa cards were a game-changer. Employees now receive a text prompt as soon as a card is swiped, and can reply with a picture of the receipt for automatic matching. This mobile-first approach was perfect for their field team.
The Results
- 62% of receipts submitted in under 10 minutes: Fyle’s text-based receipt capture led to a significant increase in the speed of receipt submission.
- Reconciliation time cut from hours to minutes: Fyle’s automation of receipt matching and reconciliation drastically reduced the time spent on manual work.
- Approvals in 2 days: The company’s multi-level approval flow has reduced the time for approvals from 5-7 days to just two days.
“Fyle has saved our staff time in collecting receipts each month and managing their mileage expenses as well.” — Steve Duer, Executive Director, Agape of Central Alabama.
9. Faith-Based Non-profit: For Global Expense Compliance
Company Details
A global faith-based non-profit organization with a mission to spread the gospel and support missionary work.
The Pain Points
As the non-profit scaled globally, it faced challenges with inconsistent receipt submissions, complex multi-currency transactions with conversion errors, and a manual reimbursement process with a cumbersome integration to Sage Intacct.
The Fyle Solution
Fyle’s accurate multi-currency management and deep, two-way integration with Sage Intacct were the perfect solutions. The system automatically applies correct conversion rates at the time of expense submission and syncs all mandatory fields—like cost centers, projects, and funds—to Sage Intacct. Fyle’s automated reminders also increased timely receipt submissions.
The Results
- 90% compliance rate: Fyle’s real-time policy checks and automated reminders resulted in a significant increase in compliance.
- 55% increase in timely receipt submissions: Fyle’s automated reminders eliminated the need for manual follow-ups, ensuring receipts came in on time.
- Seamless reimbursement: The reimbursement process was streamlined, reducing delays by nearly 120% and preventing accounting complications.
10. Ambrosia QSR: A Scalable Mid-Market Expense Management System
Company Details
A mid-market QSR company that operates over 150 Burger King and Popeyes locations.
The Pain Points
With rapid expansion plans, Ambrosia QSR’s manual expense management system was not scalable. The process was slow and relied on spreadsheets, emails, and paper checks, which led to delayed approvals and reimbursements that took up to two weeks.
The Fyle Solution
Ambrosia QSR chose Fyle to automate their expense management process. Fyle’s intuitive mobile app enabled employees to submit expenses in under 10 minutes, and paper checks were replaced with fast ACH payments. Fyle’s automated approval routing and real-time policy checks also streamlined the entire process, making it fast and effortless.
The Results
- 90% reduction in manual tasks: Fyle’s automation drastically reduced the time spent on manual expense management for the finance team.
- Reimbursement time cut from 2 weeks to 5 days: The replacement of paper checks with fast ACH payments significantly reduced the reimbursement time.
- Scalable growth: The company can now track over 400 expenses monthly and confidently scale their operations without a backend bottleneck.
11. Texas Association of School Administrators: QuickBooks Desktop Expense Management Integration
Company Details
A non-profit association with a strong brand presence and 22 employees.
The Pain Points
TASA was struggling with a significant administrative burden from manual processes. They faced receipt tracking issues, reconciliation delays, and complex GL and Class code assignments that were being done manually. This led to approval bottlenecks and hours of manual data entry every month.
The Fyle Solution
TASA chose Fyle for its direct Visa integration that prompts employees via text message to submit receipts in real-time. The platform also provided seamless integration with QuickBooks Desktop, which was a key requirement for their accounting team. Fyle’s multi-layered approval workflow eliminated back-and-forths and automated the entire process.
The Results
- 65% of receipts submitted via text message arrive in 30 mins: By simplifying the process, Fyle led to a significant increase in the speed of receipt submission, ensuring the finance team has a complete audit trail in real-time.
- Reconciliation time reduced from days to minutes: Fyle’s automation cut the time to match receipts with transactions from a minimum of two days every month to under two minutes per receipt.
- 6-8 hours/month saved on manual data entry: The seamless integration with QuickBooks Desktop, which exports approved expenses as IIF files, eliminated manual data re-entry.
- Faster approvals: Most expense reports are now approved within 2-4 days, a significant improvement from the previous bottlenecks.
“Fyle has allowed us to become more efficient on many levels. The consensus with our users is the ease of taking a picture of the receipt and the ability to code it immediately.” — Noemi Peña, CPA Chief Financial Officer, TASA.
12. Bluegrass Health Partners: For Multi-Entity Expense Automation
Company Details
A healthcare company that manages 13 nursing home groups.
The Pain Points
Bluegrass faced a "nightmare" of manual, time-consuming expense processes. Their finance team had no mobile solution for receipt tracking and struggled with decentralized expense coding across 13 nursing home groups. They had to manually download statements, email them to employees for coding, and deal with constant follow-ups for missing information.
The Fyle Solution
Fyle’s American Express Direct Feed automatically pulled corporate card transactions into the platform, eliminating the need for manual data entry. Fyle’s custom fields enabled accurate expense coding by allowing employees to tag expenses to the correct nursing home facility, and the platform’s multi-org management consolidated data from five entities, providing a unified view of all spending.
The Results
- Month-end close cut from 15 days to 5 days: The automation and real-time visibility have drastically accelerated their month-end close.
- 99% reduction in misallocated expenses: Fyle's custom fields and automated coding significantly reduced errors, ensuring expenses were tagged to the correct facility.
- Spend visibility: The finance team now has a unified view of spending across all entities, which was previously a "nightmare" to track.
Why Choose Fyle for Expense Management?
Fyle's value is more than just the sum of its features; it's a unified, strategic approach to expense management that is built for today's dynamic business environment.
- No Card Switch Needed: Fyle's flexibility to work with any existing corporate or business credit card is a key differentiator that removes friction and disruption. You get all the benefits of a modern expense management platform without changing a thing about your existing banking relationship.
- A Unified, End-to-End Platform: Fyle is a single platform for all expense-related problems, from card reconciliation to mileage tracking. It handles all expenses—corporate card, reimbursable, and out-of-pocket—in one place, eliminating the need for multiple tools and disjointed workflows.
- The "Zero-Effort" Employee Experience: Fyle’s conversational AI for receipt capture and ease of use means employees can submit expenses in seconds, using the apps they already use, like text messages, Gmail, Outlook, or Slack. This boosts employee satisfaction and submission rates, solving the biggest problem in expense management.
- Real-time Visibility and Control for Finance: Fyle's CoPilot and automated features provide finance teams with instant insight and control over company-wide spending. You can see where every dollar is going as it's being spent, not weeks or months later.
- Built for Compliance and Audits: Fyle's secure digital audit trail, proactive policy checks, and seamless integrations ensure your business is always compliant and ready for an audit, providing peace of mind to financial controllers and business owners.
- Seamless Integrations: Fyle has a deep, two-way integrations with a wide range of accounting software, including NetSuite, QuickBooks, Sage Intacct, and Xero. This seamless integration eliminates manual data entry and ensures that your books are always up-to-date, saving your finance team valuable time.
FAQs around Fyle’s Expense Management Tool
How Long Does It Take to Get Up and Running with Fyle?
Fyle's setup is fast and intuitive. Our customers can be up and running in a matter of days or weeks, depending on their business size and complexity.
Can Fyle Integrate With My Existing Accounting Software?
Yes, Fyle has a deep, two-way sync with a wide range of accounting software, including NetSuite, QuickBooks, Sage Intacct, and Xero. This seamless integration eliminates manual data entry and ensures that your books are always up-to-date.
Does Fyle Work With My Corporate Cards?
Yes, Fyle has a direct integration with Visa, Mastercard, and American Express, which allows you to get real-time transaction feeds from your existing credit cards. You do not need to switch banks or card providers to use Fyle.
Are Digital Receipts Captured by Fyle Valid for an Audit?
Yes, the IRS has accepted digital receipts as valid records since 1997. Fyle’s secure system ensures that all digital receipts are clear, legible, and contain all the required information for an audit.
How Does Fyle Handle Approvals And Reimbursements?
Fyle’s automated approval workflows streamline the entire reimbursement process, from submission to approval and payment. Fyle allows you to send reimbursements directly to your employees' bank accounts via ACH transfer, ensuring they are paid quickly and accurately.
