D-Riven Engineered Solutions Solves Expense Chaos With Fyle

D-Riven Engineered Solutions, a leading firm specializing in advanced engineering solutions for infrastructure and construction projects, had long struggled with an inefficient expense management process. However, despite using an expense tool to process receipts, the team faced an overwhelming amount of manual work—especially for tracking mileage and per diems, which required uploading PDFs from manually prepared Excel sheets.

In search of a more efficient system, D-Riven Engineered Solutions, a valued client of The Numbers Agency, turned to them for expert guidance. The goal was clear: to eliminate unnecessary manual steps and simplify expense approvals while ensuring accuracy.

The Challenges

A Time-Consuming Mileage and Per Diem Process

Employees would enter data into Excel > create PDFs > upload them to old expense management tool > Managers would manually check if expenses were assigned to the right project or department.

Double Work for Approvers

Imagine approving an expense once on an Excel sheet, only to have to approve it again on a separate platform. That was the norm for D-Riven. The duplication of effort was not only frustrating but also time-consuming for managers who were already juggling multiple responsibilities.

Manual Coding Mishaps

Manually assigning expenses to the right department or project opened the door for frequent mistakes. Users didn’t always code things correctly, leaving the finance team to clean up the mess during reconciliation. This not only delayed reporting but also created unnecessary headaches for the entire team.

Lack of Policy Enforcement

D-Riven also struggled with enforcing essential policies—like ensuring each expense had a receipt, a description, and the proper coding. Their current system simply couldn’t support the policies they needed to run smoothly.

Manual Reimbursement Hassles

Because their previous expense management system didn’t have a built-in reimbursement feature, the team had to process payouts manually through payroll. This involved compiling detailed reports and sending them to employees so they could track their reimbursements and ensure they had been paid out correctly.

How Fyle Transformed D-Riven’s Expense Management

The Numbers Agency, as D-Riven’s trusted accounting partner, knew something had to change. After assessing the situation, they saw that Fyle was the perfect solution—one that would eliminate manual work, reduce errors, and streamline approvals in one seamless platform.

One-Click Approval and No More Excel Hassle

Fyle offered a system where expenses could be approved once and done—no Excel sheets, no redundant work. Team leads could now review submissions in Fyle and approve them with a single click.

Automated, Error-Free Expense Coding

With Fyle’s automation platform, gone are the days of manually coding expenses.

• Each expense is correctly assigned to the right project, class, and category leading to smoother, faster reconciliations
• Employees are gently reminded to submit their expenses, and team leads get alerts to approve reports
• The weekly auto-submission feature means the finance team isn’t left waiting or tracking down missing reports

Mileage and Per Diem Tracking—Simplified

Fyle has made D-Riven’s mileage and per diem tracking far more accurate and efficient. Previously, employees logged only a rough number of days and miles in Excel, which required constant verification, like checking mileage rates and updating errors manually.

• Fyle lets employees input exact start and end destinations, automatically calculating the distance and applying the correct mileage rate.
• For per diems, employees submit specific dates, ensuring there are no duplicate claims.

This automation means the finance team can skip manual checks—saving time and avoiding costly mistakes.

Built-In Policy Enforcement

With their previous system, only about 35% of the expenses were fully compliant, forcing them to spend countless hours tracking down missing information.

• Every expense submission had to include a receipt, description, job, and class
• Over 99% of those expenses are complete and compliant

Seamless, Weekly Reimbursements

Receipts were managed weekly, but reimbursements lagged behind, being issued bi-weekly.

• With Fyle’s ACH reimbursement feature, the entire process happens seamlessly within the app.
• The team can easily initiate weekly reimbursements, saving time and providing faster payouts.

The Outcome

By partnering with The Numbers Agency and adopting Fyle, D-Riven successfully overhauled their expense management system, reducing errors, cutting down manual work, and empowering their team to focus on what really matters.

• Submissions were streamlined.
• Reimbursements were paid out on a weekly basis, via ACH.
• D-Riven finally said goodbye to Excel sheets forever.

Partnered with The Numbers Agency, Powered by Fyle A Smarter, More Efficient Solution for D-Riven’s Expense Management.

A Smarter, More Efficient Solution for D-Riven’s Expense Management.