If your expense process still starts with a crumpled receipt and ends in a spreadsheet, you’re not alone.
In construction, expenses often come in from the field as paper receipts or blurry photos. Employees fill out spreadsheets. Finance teams try to match expenses to jobs, chase missing receipts, and manually enter data into accounting software — all under pressure.
It’s slow. It’s messy. And it only gets worse as your projects scale.
Fyle helps you ditch this paper trail and automate the entire expense reporting process from start to finish. No more back-and-forth. No more guesswork.
Why Manual Expense Reporting Doesn’t Work
If your current workflow looks like this:
- Receipts get handed in (sometimes)
- Expenses are filled out in spreadsheets
- Finance manually checks policy compliance
- Expenses are entered into accounting software manually
- Reconciliation happens weeks later
You already know the pain:
- Receipts are missing or illegible
- Job codes and project info are often wrong or incomplete
- Reimbursements are delayed
- Reports are inaccurate, and audits are a nightmare
- Finance spends hours fixing it all manually
Manual workflows don’t just slow you down — they leave too much room for errors.
What End-to-End Automation Looks Like with Fyle
Fyle replaces the patchwork of paper receipts, spreadsheets, and endless follow-ups with one automated system.
From the moment a transaction happens to the time it's synced with your ERP, Fyle keeps everything connected, accurate, and fast.
Here’s what a fully automated expense workflow looks like with Fyle:
1. A Transaction Happens — Card Swipe Or Out-Of-Pocket
Whether it’s a foreman buying fuel or a PM booking travel, employees can:
- Use a company-issued credit card
- Pay out-of-pocket and get reimbursed later
Fyle connects directly with all major business credit card networks, so there is no need to switch banks or card providers.
2. The Transaction Shows Up Instantly In Fyle
Thanks to real-time card feeds, the expense appears on the admin dashboard within seconds, not days later like most bank feeds.
Admins and approvers can start reviewing the transaction immediately.
3. Receipt Collection Is Fully Automated
As soon as a card is swiped:
- The employee gets a text message or mobile notification
- They can simply reply with a photo of the receipt from the job site itself
- Or upload it through the mobile app or email
No more follow-ups, no more lost receipts.
Fyle automatically matches the receipt to the right transaction.
4. Fyle Extracts And Codes All The Data For You
Using OCR and AI, Fyle auto-extracts:
- Amount
- Date
- Merchant
- Category
And maps the expense to your custom fields:
- Job name or number
- Cost code
- GL account or expense category
You get structured, accurate data — coded the right way, every time.
5. Approval Workflows Are Fully Customizable
Fyle routes the expense to the right people for approval — automatically.
You can:
- Set up multi-level approvals
- Route expenses based on project, department, amount, or role
- Get notified instantly if a policy is violated
No more email threads or chasing people down.$
6. Expenses Sync Directly With Your ERP Or Accounting System
Once approved, Fyle exports the complete expense data — including receipts, codes, and notes — directly into your accounting software.It integrates seamlessly with tools like QuickBooks, Sage, Xero, and others, so there’s no need to copy-paste or juggle spreadsheets. Just a clean export, ready for your books.
That means no more copy-pasting, downloading, or uploading spreadsheets. Just a clean export — ready for your books.
Why Construction Firms Can’t Afford to Stay Manual
Construction companies deal with more complexity than most industries — multiple job sites, distributed teams, project-specific costs, and tight timelines.
But while your field teams operate in real time, your financial workflows often lag behind, relying on manual submissions, spreadsheets, and scattered receipts.
Here’s why that’s a problem:
- Delays add up: Waiting for receipts and spreadsheets delays approvals, reimbursements, and reporting. That’s hours of lost time every month.
- Errors are costly: One wrong cost code or missing receipt can throw off job costing, reports, and compliance.
- Visibility suffers: Without real-time data, it’s hard to track budgets across projects or prevent overspending.
- Manual processes don’t scale: What works with 5 people and 1 project breaks when you’re managing 50+ employees and multiple jobs.
Automation solves these challenges by connecting the entire flow — from swipe to ERP — and giving you accurate, real-time financial data without the clean-up.
If you’re growing, automation isn’t optional — it’s how you stay in control.
How Scobee Powerline Ditched Spreadsheets and Manual Reconciliation With Fyle
Scobee Powerline used to spend 24–48 hours every week reconciling expenses across 75+ cards.
After switching to Fyle:
- Reconciliation time dropped by 85%
- Month end close time reduced from 7 days to 1 day
- Card transactions and receipts sync in real time
- Their finance team finally got their time back
Together, these changes helped Scobee Powerline eliminate manual processes, close books faster, and free up their finance team to focus on more strategic work. Curious how it worked for them? Read the full story >
Ready To Ditch The Paperwork For Good?
If your team is still buried in paper receipts, spreadsheets, and scattered approvals, it’s time for a better way.
Fyle automates the entire expense reporting workflow — from receipt capture to ERP export. So you can eliminate manual work, reduce errors, and speed up month-end close.
No chasing receipts.
No copying and pasting.
No delays.
Just accurate, audit-ready reports — delivered on time, every time.
