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Emily Harkness
Community Engagement Manager
70%
Receipts submitted within 3 hours of spend8x
Increase in expense report submissions73%
Reports approved within 12 hoursHeart of the Rockies Initiative is a nonprofit focused on large-scale land and water conservation across the Rocky Mountain region. By partnering with land trusts, agencies, and conservation groups, they help preserve wildlife habitats, protect working lands, and build climate resilience across the U.S. and Canadian Rockies.
With team members working remotely and across locations, managing daily expenses—like travel, supplies, and mileage reimbursements—became increasingly challenging. For Community Engagement Manager Emily Harkness, the goal was clear: simplify expense tracking so the team could focus on conservation, not receipts.
Before Fyle, each employee had their own corporate Visa card. But tracking receipts and expenses was manual and time-consuming. Receipts were often misplaced or submitted late, making reconciliation a monthly hassle. It used to take about 4 hours every month to chase down receipts and match them to card transactions.
"We didn’t have an easy system to track expenses. Receipts got lost, and reconciling everything took too much time."
— JoAnn Grant, Managing Director
Most purchases were card-based, but mileage reimbursements were still common. Without a mileage tracking tool, submissions were inconsistent and difficult to manage.
"For us, manually creating and combining staff mileage reports used to take several hours each month, and now I can have it completed in less than 5 minutes with Fyle."
— Emily Harkness, Community Engagement Manager
The organization had a policy in place for card usage, but no structured approval process. Each user was responsible for staying within their monthly limit, but the finance team still had to follow up on receipts and reports.
With around 30 GL codes and 5 classes mapped to QuickBooks Desktop, coding expenses accurately was another layer of admin work. Preparing reports for grants or board meetings required manually matching expenses to categories—a time-consuming process.
For Emily and her team, the goal wasn’t just adopting new software—it was making expense management easier for everyone, without adding complexity.
Now, every Visa transaction flows into Fyle in real time. As soon as a card is swiped, the user receives a text prompt to upload a receipt. This simple step eliminated much of the manual follow-up.
Today, 70% of receipts are submitted within 3 hours of the spend, drastically reducing lost receipts and speeding up reconciliation.
Fyle’s mileage tracking allows employees to log trips via the mobile app using Google Maps. Round trips, multiple stops, and IRS rate calculations are built in—ensuring fast, accurate submissions.
"Fyle has streamlined our expense management system, saved us time, and alleviated the headaches associated with losing physical receipts. The Fyle app and ability to text a receipt photo are our staff's favorite features."
— Emily Harkness, Community Engagement Manager
Emily didn’t want to enforce complex approval layers. Instead, she gained real-time visibility into pending receipts and unsubmitted expenses. With automated reminders, follow-ups are no longer a burden.
Fyle exports expenses in Excel or CSV formats, pre-coded with the right categories and classes. This simplified the QuickBooks Desktop workflow, saving time and improving reporting accuracy.
"As an admin, I really appreciate the excellent customer service and access to Fyle staff who can help me set up Fyle to best fit our organizational needs."
— Emily Harkness, Community Engagement Manager
Heart of the Rockies Initiative has turned expense management from a monthly hassle into a streamlined, reliable process: