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TASA Simplifies Receipt Tracking And Reconciliation With Fyle
Non-Profit 11 - 50 Employees Austin, Texas
Noemi Peña
CPA Chief Financial Officer
Essential Insights
<30 mins
Time taken to collect receipts2 days → 2 mins
Reconciliation time per receipt reduced6–8 hrs/month
Saved on manual QuickBooks data entryThe 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, the TASA relied on manual processes
“Before Fyle, we would get receipts via email. We then tried moving everything to our project management system, Wrike. However, this platform was not designed to track expenses.”
— Noemi, CPA Chief Financial Officer
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.
“Our team would have to constantly hound our staff members to get us the information needed from them”
— Noemi, CPA Chief Financial Officer
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.
“As we shopped for different expense management platforms, choosing Fyle was a no-brainer. It had the perfect amount of bells and whistles we need for our organization. We did not have to do very much on our part to implement this new software. Everything was seamless, and Fyle’s support team was exceptional every step of the way.”
— Noemi, CPA Chief Financial Officer
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!
“We no longer have to chase after our employees for receipts and/or ask them to code their expenses. We can redirect that time and energy to other aspects of our business”
— Noemi, CPA Chief Financial Officer
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.
“Previously, our accounting coordinator took a minimum of two days every month to match receipts with transactions, not to mention the extra time it took our staff to find lost receipts. Now that our staff can code transactions immediately after a charge is made, it allows for greater accuracy. This has made everyone's lives so much easier.”
— Noemi, CPA Chief Financial Officer
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:
“Fyle has allowed us to become more efficient on many levels. The consensus with our users is the ease of taking a picture of the receipt and the ability to code it immediately or shortly after getting a notification of the charge. It has saved so much time.”
— Noemi, CPA Chief Financial Officer
With seamless automation, Noemi and her team have eliminated tedious administrative tasks. Instead, they now focus on strategy and growth.
