How Scobee's Finance Team Cut Reconciliation Time by 85%

Scobee Powerline Construction LLC, founded in 2005 in Cameron, Missouri, specializes in powerline construction, maintenance, and storm restoration. With 50+ employees, they handle power systems, fiber optics, and pole replacements for utilities and the oil & gas industry. Efficient expense management was vital, but their manual process made it a struggle. Lisa Laughery (Special Projects Manager) and Charity Borger (Office Manager) worked tirelessly to track spending, reconcile receipts, and maintain accuracy, facing growing challenges as Scobee expanded.

The Challenges

A Time-Consuming, Manual Process

Managing 27 corporate credit cards and 50 fuel cards led to a high volume of transactions, all handled manually.

Difficult Receipt Tracking

Charity physically collected receipts from field employees, scanned them, and manually entered them into spreadsheets. This led to missing receipts, duplicate entries, and human errors, consuming hours every week and delaying financial reporting.

Overwhelming Credit Card Reconciliation

Lisa and Charity manually reconciled over 6,000 transactions annually across Visa, Mastercard, and American Express. The process became even more demanding during storm projects. The finance team spent 24–48 hours per week on reconciliation. With Fyle:

• Receipts are auto-matched to charges within seconds
• Missing receipts are flagged instantly for quick follow-up
• Monthly reconciliation time reduced by 85%

Inefficient QuickBooks Integration

Using QuickBooks Desktop meant every expense had to be manually entered, categorized, and verified as it lacked a seamless corporate card integration—slowing down reconciliation and increasing errors.

No Easy Way for Field Teams to Submit Receipts

Employees had to hand-deliver, text, or email receipts, often leading to delays and lost receipts, especially in remote areas with poor reception.

Scobee needed an automated solution that simplified expense tracking without disrupting employee workflows.

How Fyle Transformed Scobee's Expense Management

Lisa and Charity needed a system that eliminated manual work while integrating seamlessly with their existing process. They needed a solution that could:

• Automate receipt collection without adding extra steps
• Sync transactions from corporate and fuel cards in real-time
• Integrate smoothly with QuickBooks Desktop & Online
• Be simple for field employees to use

After evaluating different platforms, Fyle stood out by offering real-time expense tracking, automated reconciliation, and seamless QuickBooks integration—without disrupting Scobee's workflow.

Instant Receipt Capture via Text

Before Fyle, employees forgot to submit receipts, leading to constant follow-ups. Now, receipts are captured instantly—employees simply reply to a text with a photo of their receipt.

• No learning curve for field teams
• No more lost receipts
• Faster process for both field teams and finance

Automated Reconciliation & Real-Time Visibility

Previously, Lisa and Charity manually matched thousands of transactions annually, spending 24–48 hours per week on reconciliation. With Fyle:

• Receipts are auto-matched to charges within seconds
• Missing receipts are flagged instantly for quick follow-up
• Monthly reconciliation time reduced by 85%

Seamless Integration with QuickBooks Online

Scobee transitioned from QuickBooks Desktop to Online, and Fyle ensured a smooth switch by:

• Setting up automatic expense syncing
• Mapping transactions to the correct Chart of Accounts & Classes
• Running test exports to verify accuracy before going live

Now, transactions flow directly into QuickBooks, eliminating manual data entry and saving hours every month.

Designed for Field Teams

Scobee's biggest challenge—getting field employees to submit receipts—was solved with Fyle's text-based receipt submission, making it easy even in remote areas.

• Works without internet access
• Reduces admin work for field teams
• No more chasing missing receipts

With Fyle, Scobee eliminated manual expense work, reduced delays, and gained real-time, accurate financial reporting—all without disrupting existing workflows.

The Outcome

A Finance Team That Can Focus on What Matters

What was once a tedious, manual process is now fully automated, saving countless hours every month.

• 100% visibility into corporate card spending
• No more manual receipt tracking
• Faster, real-time reconciliation
• Seamless QuickBooks integration

Scobee's month-end close dropped from 7 days to just 1 day, giving the finance team more time for high-value tasks. By embracing automation, Lisa and Charity set a new efficiency standard—proving that the right tools can solve even the most complex expense challenges.