From Manual Headaches to Automation: Westhaven’s Story

Westhaven Builders specializes in commercial and residential construction projects, managing everything from site development to execution. They are known for quality craftsmanship and client satisfaction.

As the company grew, tracking expenses across jobs became more complex. Tifany Wunschl, Controller, needed a way to ensure accurate job costing without creating more admin work for the finance team.

The Challenges

Disorganized Receipt Collection

Employees submitted receipts via email, text, or in person—but without a structured process. Forgot to submit receipts or missed key job and cost codes, creating bottlenecks during reconciliation.

Manual Job & Cost Code Matching

Employees often wrote job and cost codes by hand on receipts. When details were missing, the finance team had to guess or track down the employee, slowing reporting and increasing the risk of misclassification.

No Approval Workflow

Receipts went straight to accounting without any review. Mistakes and missing details weren’t caught until it was too late, leading to rework and frustration.

Manual Reconciliation and Data Entry in Sage 100

Managing 19 cards (Visa + American Express) meant manually matching receipts to statements and entering them into Sage 100. Without real-time tracking or integration, the process was tedious and error-prone.

How Fyle Transformed Westhaven’s Expense Management

Tifany needed a solution that automated receipt collection, ensured job coding accuracy, simplified reconciliation, and worked with Sage 100—without disrupting how employees worked.

Fyle stood out by offering real-time tracking, custom export formats, and an intuitive user experience that empowered employees while giving the finance team full control.

Instant Receipt Capture via Text

Now, when an employee swipes a card, they get a text from Fyle and simply reply with a photo of the receipt.

• No more chasing receipts
• 70% of receipts come in within 30 minutes of the transaction

Accurate Job & Cost Coding

Fyle imported all job and cost codes from Sage 100 and made selection mandatory during expense submission.

• Employees pick from a dropdown—no handwritten notes
• Missing codes are flagged instantly
• Manual sorting and guesswork are eliminated

Real-Time Reconciliation

Thanks to real-time credit card feeds and receipt matching:

• Receipts are auto-matched to transactions
• Errors are flagged early
• Reconciliation that used to take hours now takes less than 2 minutes

Seamless Sage 100 Exports

Fyle created a custom export format for Sage 100, so the finance team can:

• Export expenses in bulk
• Eliminate manual re-entry
• Post accurately and faster

Structured Approvals & Compliance

Tifany worked with Fyle to implement a multi-stage approval workflow, giving managers the chance to review and flag issues earlier in the process.

• Fewer surprises at the accounting stage
• Errors and miscategorized expenses down by 95%

The Outcome

By adopting Fyle, Tifany led the transformation of Westhaven’s expense management, gaining real-time visibility into spending, faster receipt collection, automated reconciliation, seamless Sage 100 exports, and a structured approval process.

Most importantly, Tifany and her team can now focus on higher-value financial tasks, ensuring projects run smoothly without administrative bottlenecks.