How A Faith Based Non-Profit Transformed Expense Management with Fyle

A global non-profit organization committed to spreading the gospel and supporting missionary work faced growing complexity in managing finances as operations scaled globally. They partnered with CapinCrouse to find a solution that could handle multi-currency expenses, ensure policy compliance, and integrate smoothly with their accounting software,Sage Intacct.

The Challenges

The non-profit faced a multitude of challenges as their operations grew, and these issues were starting to impede their mission-driven work. The organization was dealing with:

Inconsistent Receipt Submissions

Employees often forgot to submit receipts on time, leading to constant reminders from the finance team. This manual follow-up process was time-consuming and inefficient, adding unnecessary stress to the finance team’s workload.

When receipts were not submitted on time, it created significant risks, including delayed reimbursements and potential inaccuracies in financial reporting.

Complex Multi-Currency Transactions

Operating in various regions around the world meant the non-profit had to deal with expenses in multiple currencies. Managing these transactions manually led to errors in conversion rates, complicating the reconciliation process.

The finance team was concerned about maintaining accuracy in their financial records, especially with the fluctuations in exchange rates.

Manual Reimbursement Processes

The process of managing reimbursements was cumbersome. Without an automated system, delays were frequent, and it became an accounting nightmare whenever reimbursements were not processed on time. The finance team struggled to ensure that all expenses were reimbursed correctly and efficiently, which sometimes led to dissatisfaction among employees.

Integration with Sage Intacct

The faith-based non-profit required a solution that could handle the complexity of their accounting needs, including the management of mandatory fields such as categories, cost centers, projects, and funds. They needed a system that could enforce policies effectively, such as requiring receipts for expenses above $75 and for all hotel stays.

How Fyle Transformed the Non-Profit’s Expense Management

Realizing that their current processes were not sustainable, the non-profit turned to CapinCrouse for guidance. The team at CapinCrouse recognized the critical need for a robust, automated system that could address their customer’s pain points without disrupting their existing operations.

They needed a solution that would ensure timely receipt submissions, manage multi-currency transactions accurately, and streamline reimbursements, all while integrating effortlessly with Sage Intacct.

Automated Receipt Reminders

Fyle eliminated the need for manual follow-ups by automatically sending reminders to employees, ensuring timely receipt submissions. This feature significantly reduced the administrative burden on the non-profit’s finance team.

Accurate Multi-Currency Management

With Fyle, the company could manage expenses in multiple currencies with ease. The system applied correct conversion rates at the time of expense submission, ensuring that all financial records were accurate and up-to-date.

Streamlined Reimbursements

The organization was able to manage all reimbursements directly within Fyle, integrating the process seamlessly with Sage Intacct. This automation ensured that reimbursements were processed on time.

Custom Integration with Sage Intacct

Fyle’s deep integration with Sage Intacct allowed the nin-profit to effortlessly sync expenses with mandatory fields such as categories, cost centers, projects, and funds. The system’s ability to enforce policies like mandatory receipts above $75 and for all hotel stays ensured compliance across the board.

The Outcome

By partnering with CapinCrouse and adopting Fyle, the non-profit completely revamped how they manage expenses.

• Receipts came in on time.
• Reimbursements moved faster — no more delays or manual tracking.
• Multi-currency chaos was replaced with clarity.

The faith-based non-profit now spends less time chasing paperwork and more time advancing their global mission

With Fyle as their trusted expense management solution, and CapinCrouse as their strategic partner, the non-profit is now better equipped to manage their finances, ensuring that every dollar is accounted for and used effectively in their outreach efforts.