How Sage Expense Management (formerly Fyle) helped a Roofing Company

A rapidly scaling roofing company was facing significant challenges with their existing expense management process. Despite using an expense management solution to track and manage expenses, the roofing company was frustrated by inefficiencies and delays that impacted their ability to close books on time. As their trusted accounting advisor, Sockeye was called in to find a solution that could not only streamline their processes but also integrate seamlessly with their accounting software, Sage Intacct. Sockeye recommended Sage Expense Management (formerly Fyle)—and the results were transformative.

The Challenges

As the company scaled its operations, the existing system became a bottleneck for their finance team. The issues they faced included:

Significant Time Delays

The roofing company experienced frustrating delays in their expense reporting process. Once a company card was swiped, there was almost a four-day delay before the expense appeared in their existing expense management solution. By the time the transaction was visible, employees had often lost receipts, leading to incomplete submissions and additional manual work.

Inefficient OCR Matching

The OCR technology in their expense solution often misread receipts and inaccurately matched expenses to categories, resulting in further delays. Employees had to manually correct mismatches, adding to the team's frustration and slowing down the entire process.

Lack of Flexible Expense Automation

While automation was essential, the company didn't want a fully automated expense submission process. They needed flexibility—the ability for employees to manually input necessary details before automation took over. Their existing expense management solution didn't offer this option, leaving them with an incomplete solution.

Sage Intacct Integration

The roofing company relied heavily on Sage Intacct for its accounting processes and needed a new system that could integrate seamlessly. Their expense solution was not fully compatible with the company's complex accounting needs, which included managing dimensions like business lines, departments, office locations, projects, and general ledger (GL) accounts.

How Sage Expense Management transformed the Roofing Company

The roofing company turned to Sockeye for help. The team at Sockeye thoroughly evaluated their customer's challenges and understood their need for a real-time, flexible, and integrated solution. After considering various options, Sockeye recommended Sage Expense Management (formerly Fyle).

Real-Time Expense Tracking

Sage Expense Management provided the company with instant visibility into expenses, eliminating the four-day delay they were experiencing. Now, expenses appear in the system as soon as employees swipe their cards, reducing the risk of lost receipts and late submissions

Flexible Automation with Human Intervention

Sage Expense Management offered the ideal blend of automation and manual control. Employees could input necessary details into mandatory fields before marking an expense as "complete," at which point Sage Expense Management's automation took over. This feature gave the company the control they wanted while still benefiting from automation.

Accurate Receipt Matching

Sage Expense Management's advanced OCR technology significantly improved the accuracy of receipt matching, ensuring that transactions were correctly categorized without manual intervention. This reduced errors and eliminated the need for manual corrections, allowing their finance team to focus on more strategic tasks.

Seamless Integration with Sage Intacct

Sage Expense Management integrates directly with Sage Intacct, syncing expenses with existing dimensions such as business lines, departments, projects, and GL accounts. This keeps financial data accurate and aligned with accounting workflows, simplifying reconciliation and reporting.

Custom Approval Workflows

Sage Expense Management enabled the company to set up customized approval workflows based on GL accounts. Different individuals could approve different expenses, ensuring that the right people were overseeing the right transactions and maintaining control over spending.

The Outcome

By partnering with Sockeye and implementing Sage Expense Management, the roofing company revamped their expense management from the ground up—fixing delays, improving accuracy, and unlocking real-time visibility.

• Expenses synced instantly with Sage Intacct, mapped to the right departments, projects, and GL accounts.
• Approval workflows were automated.
• Manual errors were eliminated.

They now spend less time chasing receipts and more time building their business.

"Sage Expense Management has revolutionized the way we manage expenses," said the company's finance lead. "We're no longer chasing receipts or waiting for transactions to show up. Everything happens in real-time, and the integration with Sage Intacct has been flawless."