How Insane Impact Went from Expense Frustration to Field-Friendly Simplicity

Insane Impact is the nation's leading provider of LED screen solutions, helping brands and organizations across the country create unforgettable experiences. With a team constantly on the road for event setups, large-scale installations, customer trainings, and more, keeping accurate track of expenses became an increasing challenge.

For Kyle Ortmann, President of Insane Impact, the biggest need was visibility. With multiple employees using company cards to cover fuel, hotels, and entertainment, it was hard to track who was spending what and where.

The Challenges

Low Visibility into Field Spending

With 50+ employees traveling at any given time, the finance team had limited insight into daily spending. Kyle needed a way to track expenses by user, week, and job, but the data wasn’t easy to access.

Receipt Headaches and Duplicate Expenses

Using Expensify, employees faced regular issues with the mobile app, receipts went missing, transactions were duplicated, and reports were sometimes auto-submitted without proper review. The lack of control and accuracy created more work for accounting.

Clunky Expense Splits

Employees often juggled multiple gigs at once, but splitting those transactions for internal tracking was clunky and time-consuming.

Limited Control with Master Logins

With Expensify’s master login model, syncing credit card feeds often caused confusion. Some transactions would appear under the wrong employee, and reconciling those became a recurring challenge.

The Transformation

Kyle and his team were clear about what they needed: a way to reduce the chaos of managing expenses on the road, without adding new complexity to their workflow. They weren’t looking for bells and whistles—they wanted simplicity, accuracy, and control.

A Better Way to Reconcile Cards

One of the first things they did was move away from a shared login setup to individual card connections. This gave the team confidence that every transaction would show up where it should, with no duplicates or mix-ups. With Fyle, card reconciliation time dropped by 50%, making the process significantly faster and easier for the finance team.

Receipts That Don’t Get Lost

With employees constantly traveling, getting receipts submitted on time had always been a struggle. Now, team members could snap a photo through the mobile app and be done with it. Previously, it could take 4+ days for receipts to be submitted. Now, most are filed instantly.

Splitting Costs Without the Headache

Kyle’s team needed the ability to split expenses and track them clearly. By using Class fields already familiar from their accounting setup, they could assign costs without digging through old records or spreadsheets.

Staying on Top of Approvals

Rather than chasing down approvals over email, the new system kept things flowing. Managers could review submissions every week, and over 70% of reports were approved within two days, keeping reimbursements on schedule and the process moving.

The Outcome

Since switching to Fyle, Kyle and team now have full control and visibility over spending, even with a crew constantly on the move.

• Receipt submission has gone fully digital
• More than 70% of expenses are submitted via mobile
• Report submissions increased by 40%, showing stronger adoption across the team
• The finance team now saves around 8-12 hours each month on expense processing and reconciliation
• Over 70% of reportswere approved within two days

Most importantly, Insane Impact has continued to expand its usage of Fyle. In just one year, they’ve upgraded their active users three times. A clear sign that the system works for both employees in the field and finance at the HQ.