How Ambrosia QSR Scaled Expenses Beyond Spreadsheets

Ambrosia QSR operates 150+ Burger King and Popeyes locations across the U.S., delivering exceptional quick-service dining experiences. With rapid growth plans to reach 500+ stores, operational efficiency became essential to scale.

But as the business expanded, their manual expense management process couldn’t keep up. Reuben Rentas, VP of Accounting, realized that relying on spreadsheets, emails, and paper checks was no longer sustainable. He needed a system that could eliminate manual tasks and scale with their growth.

The Challenges

A Manual, Spreadsheet-Based Process

Employees downloaded Excel templates, entered expenses line by line, attached receipts, and emailed the reports to managers. After manual approvals, the data had to be re-entered into Microsoft Dynamics GP for processing.

Slow Reimbursements

Reimbursements were issued through paper checks that had to be manually processed and mailed. Depending on when reports were submitted, employees often waited up to 2 weeks for reimbursement—with no real visibility unless they followed up.

Delayed Approvals & Policy Checks

Expense reports sat buried in inboxes. Approvals were delayed, and policy checks were manual, making the process slow and error-prone for the finance team.

A System That Couldn’t Scale

With new locations and employees being added rapidly, the volume of reports and approvals became unmanageable. Reuben’s team faced mounting pressure to eliminate these bottlenecks before the company scaled to 500+ stores.

How Fyle Transformed Ambrosia’s Expense Management

Ambrosia QSR needed a solution that could eliminate email threads, automate approvals, and support their expansion. After exploring several platforms, Fyle emerged as the ideal partner—offering automation, real-time visibility, and seamless integration.

From Spreadsheets to Smart Submissions

With Fyle, employees now submit expenses via the mobile app, web, or Outlook plugin—no templates, no emails.

Reimbursements in Days, Not Weeks

ACH payments replaced paper checks, reducing reimbursement times from one month to as fast as 5 business days

• Over $45,000 processed via ACH each month
• Real-time tracking improves employee visibility and satisfaction

Streamlined Approvals and Compliance

Approvals are auto-routed to the right managers with built-in reminders, resulting in faster turnaround.

Built to Scale

As Ambrosia grows, Fyle provides centralized visibility into spending across all locations.

• 400+ expenses tracked monthly in real time
• Custom exports simplify reconciliation with Dynamics GP
• Budget alerts prevent overspending

The Outcome

• 90% reduction in manual tasks
• Reimbursements are now processed in 5 business days
• Over $45,000 reimbursed via ACH monthly
• 400+ expenses tracked in real time
• Custom exports cut hours off reconciliation

Fyle helped Ambrosia move beyond spreadsheets and manual approvals—unlocking time, accuracy, and peace of mind as they scale to 500+ locations.