TASA Simplifies Receipt Tracking And Reconciliation With Fyle

The Texas Association of School Administrators (TASA) has supported education leaders nationwide for a century.

As an organization that facilitates professional development programs for school administrators, managing operational costs, travel expenses, and vendor payments efficiently is crucial.

With 22 employees using 15 credit cards, Noemi Pena, CFO, faced growing complexity in managing expenses.

The Challenges

For years, TASA relied on manual processes.

Receipt Tracking Difficulties

Employees submitted receipts through Outlook, but they got frequently buried in email threads, and the finance team had to send multiple follow-ups.

Reconciliation Delays

The team manually extracted statements from Chase Bank, matched transactions, and reminded employees to submit receipts, often weeks after purchases.

GL and Class Code Complexity

Employees had to assign multiple GL and class codes per charge. Without structured inputs, the chances of errors were high.

Approval Bottlenecks

Expenses required manual reviews by supervisors before reaching the finance team, but they often got stuck in long email chains.

The Transformation with Fyle

Noemi knew they needed a better system to manage expenses. When she started looking for a solution, she had specific requirements:

• A way to speed up credit card reconciliation
• Ability to split expenses and add multiple GL and Class codes
• Integration with QuickBooks Desktop
• A structured approval process
• A way for employees to submit receipts in real time

That's where Fyle stood out.

With a direct integration with Visa—when an employee swipes their card, the transaction appears in Fyle in real-time.

Employees receive a text message immediately, prompting them to snap a picture of the receipt and assign the correct class and GL code.

Supervisors can review transactions instantly, and finance teams no longer chase receipts.

No More Missing Receipts

With Fyle's SMS prompts, receipt submission times have significantly decreased. For receipts submitted via text, nearly 65% now arrive within 30 minutes!

Effortless Reconciliation

Fyle has significantly reduced the time to match receipts with transactions from a minimum of two days every month to under 2 minutes per receipt.

Speedy Approvals

Fyle ensures that expenses move seamlessly through an approval workflow. When an expense report is submitted, it first goes to the supervisor, who can review all charges. Once approved, the report is sent to the admin for final processing.

This multi-layered approval workflow eliminates back-and-forths.

Now, Noemi's team can send automated reminders to approvers, resulting in expense reports being approved within 2–4 days of submission.

Seamless Integration with QuickBooks Desktop

Fyle integrates with QuickBooks Desktop by generating IIF files, enabling swift, error-free exports. This saves the team at least 6–8 hours per month previously spent on manual entry.

The Outcome

The results have been transformative for TASA. Noemi describes Fyle as a game-changer:

With seamless automation, Noemi and her team have eliminated tedious administrative tasks. Instead, they now focus on strategy and growth.