How Bluewire Streamlined American Express Expenses for Faster Month-End Close

Bluewire is a business intelligence platform transforming risk analysis in the commercial trucking industry.

With a small team of employees frequently traveling for conventions, partner meetings, and industry events, the team needed financial operations that could keep up.

As co-founder, Robert Boyich oversaw expense management and felt the growing need for a faster, simpler process.

The Challenge

Robert's team faced an overwhelming challenge: reconciling dozens of charges across 13 employees and 12 American Express corporate cards throughout the month. With constant travel to conventions, client meetings across the country, and a previous solution (Zoho Expense) that didn't work, the team was struggling to find a streamlined approach.

Time-Consuming Monthly Reconciliation

Every month looked the same:

• Robert bundled 10–15 expenses into a single report
• Then reviewed 3–4 additional reports, line by line
• Matched American Express charges to receipts, manually

The process was slow, error-prone, and made reconciliation drag on longer than it should.

Organizing Reports Across Multiple Cardholders

With multiple American Express business cards distributed across the team, organizing transaction data into individual monthly reports for each cardholder remained a significant burden.

Difficult Receipt Capture and Documentation

Employees were always on the move; flights, cabs, meals, event registrations, office supplies, even the occasional charity donation. Capturing receipts in the moment wasn’t easy, and delays led to incomplete or inaccurate submissions.

Limited QuickBooks Integration

As a company relying on QuickBooks Online for accounting, Bluewire needed its expense data to flow seamlessly into its general ledger. However, with their previous process:

• Manual data entry was error-prone and time-consuming.
• Reconciling expenses to the accounting system created month-end bottlenecks.

Transformation with Sage Expense Management

Bluewire was on search for an expense management platform that would:

• Be an intuitive interface that employees could adopt quickly.
• Automatically import card transactions of all American Express corporate cards.
• Integrate seamlessly with QuickBooks Online.
• Simplify corporate card expense management and matching.

After evaluating several options, Sage Expense Management stood out for its ease of use for both admins and employees.

Seamless Corporate Card Management

Sage Expense Management's direct integration with American Express transformed Bluewire's expense management workflow:

• Automatic transaction import: Every American Express charge flows directly into Sage Expense Management, sorted by cardholder.
• Zero manual entry: Finance teams no longer need to download additional statements or match transactions one by one.
• Complete tracking: Every charge is accounted for, eliminating the risk of missed expenses.

Easy Receipt Capture for Employees on the Move

Sage Expense Management's intuitive and user-friendly interface has made employee adoption effortless across the organization.

Faster Monthly Reporting

Expense reporting went from several hours a month to just one hour per employee. 70% of reports are approved the same day they’re submitted.

Seamless Integration with QuickBooks Online

The correct mapping of expense data, automated reconciliation, and streamlined processing of expenses to QuickBooks Online have dramatically reduced the time the finance team spends on closing its books each month.

The Outcome: Time Saved, Efficiency Gained

Today, Bluewire operates with the efficiency and control they always wanted. Employees focus on their work, not paperwork, and finance closes books faster.