How Two Bear Services Streamlined Receipt Compliance

Two Bear Services Group, LLC is a family office located in Montana.

For Controller Jordan Tagawa, managing expenses meant keeping corporate card transactions organized, expense records accurate, and accounting workflows running smoothly.

As the organization grew, collecting receipts, managing card spending, and closing the books each month quickly became a tedious challenge.

The Challenges

Limited Visibility into Corporate Card Spending

Two Bear Services Group relied on Expensify, which offered no direct, live feed for the company's 33 Bank of America MasterCards. Transactions didn't flow into the system automatically, leaving the finance team with visibility blind spots and slow, manual reconciliation.

Missing Receipts Slowed Everything Down

Employees didn't consistently attach receipts, leaving the finance team to follow up for missing documentation. What should have been a straightforward workflow quickly turned into a time-consuming cycle of reminders.

Unreliable Sage Intacct Exports

The team also experienced ongoing issues successfully exporting their financial data directly into Sage Intacct. These export failures forced the finance team to rely on manual workarounds for basic tasks, reducing their overall efficiency and confidence in the close process.

The Transformation

When evaluating a replacement, Two Bear Services wanted a platform that solved their day-to-day challenges.

The team needed:

• Automated receipt collection and policy enforcement
• Real-time bank feeds for their corporate Mastercard
• A robust, reliable integration directly into Sage Intacct.
• Dedicated customer support to resolve issues quickly.

Sage Expense Management stood out because it delivered on all these core requirements while offering an incredibly smooth onboarding experience.

The Results

Real-Time Visibility Across Corporate Cards

With Sage Expense Management's real-time integration with Mastercard, transactions are pulled directly into Sage Expense Management with minimal effort, ensuring complete and up-to-date visibility on spend across.

This shift enabled the team to reduce reconciliation time to a few minutes per receipt, compared to a few days previously.

Easy Expense Reporting

With Sage Expense Management, submitting expenses is no longer a dreaded chore. Employees receive instant text notifications the moment they swipe their corporate cards. From there, they can simply reply with a photo of the receipt, snap a picture using the mobile app, or seamlessly forward e-receipts via the Outlook plugin.

This effortless process has been a standout in driving compliance with receipts. The text message feature encourages immediate action.

On average, more than 1 in 5 SMS receipts are uploaded within 10 minutes of purchase.

Because documentation comes in instantly, the finance team can review and close the loop much faster, with 40% of all expense reports now approved in under 12 hours.

Seamless Sync with Sage Intacct

With a two-way integration with Sage Intacct, approved expenses flow into Sage Intacct with accurate mapping to general ledger accounts, categories, and fields automatically. This eliminates tedious data transfers and reduces the likelihood of errors.

The Outcome

Today, employees submit expenses quickly, finance has real-time visibility into corporate card activity, and expense data flows directly into Sage Intacct, providing a scalable foundation for continued growth.