How Bluegrass Streamlined Multi-Org Expense Management with Fyle

Bluegrass Health Partners is a healthcare company managing 13 nursing home groups across the United States.

With 28 cardholders and 10–15 regional employees who frequently travel, monthly expenses range from $25,000 to $100,000.

For Vanessa Doyle (Financial Assistant at Bluegrass Health Partners) and her team, the growing scale of operations made it clear: Bluegrass needed a more innovative way to manage its financial workflow.

The Challenges

Before implementing Fyle, the team faced many challenges in managing their expenses. The process was manual, time-consuming, and prone to errors.

Endless Reconciliation Cycles

Each month, the accounting team had to log in to the American Express portal, download statements, and manually split expenses by cardholder. They then emailed these reports to employees, who added expense codes and receipts before returning them. Any missing details required additional follow-ups.

The Receipt Tracking Nightmare

Employees submitted receipts through emails, paper copies, or sometimes not at all. The finance team had to wait until the month’s end to obtain complete reports, delaying reconciliation and financial reporting.

Decentralized Expense Coding

Regional employees who traveled between facilities had to manually assign expenses to specific cost centers and split receipts into different expense categories. This added another layer of complexity to their process.

Lack of a Mobile Solution

Employees had no easy way to capture receipts on the go. Receipts were often lost or delayed, leading to incomplete expense reports and further manual intervention.

Transformation with Fyle

Faced with these challenges, the team began searching for a solution that would:

• Integrate with American Express to pull out their transaction data automatically
• Let employees submit receipts easily from their phones
• Handle expenses across multiple facilities seamlessly
• Ensure expenses are tagged correctly to nursing homes

After evaluating several options, she chose Fyle for its ease of use and ability to integrate directly with American Express.

Effortless Expense Tracking with American Express

With American Express Direct Feed, all Bluegrass’s corporate card transactions now feed directly into Fyle. Every purchase an employee makes shows up automatically, usually within a day.

Seamless Receipt Management

Fyle’s AI-powered extraction automatically extracts key details, including date, amount, and merchant, so employees can assign expenses to the correct cost centers and submit reports effortlessly.

The finance team can open any expense report for approval and see the attached receipt image through the app.

Accurate Expense Coding

Allocating expenses to the correct nursing home cost center is now straightforward. Fyle’s custom fields allowed Bluegrass to set up a dropdown for “Facility” on each expense report.

Multi-Org Management

With Fyle, Bluegrass consolidates all card transactions and expense data across five entities on a single platform, gaining full visibility into spending across its facilities.

A Future-Proofed Financial System with Fyle

Today, Bluegrass Health Partners has left its expense management struggles behind, with tangible results across the board.