Summary

Optimizing expense management for a non-profit dedicated to bringing at-risk students access to educational opportunities.

Challenge

A rapidly growing staff was sharing one credit card for all purchases that support the non-profit’s programs. It was a logistical challenge that bred a lack of accountability with budgeting and receipts. ”Reconciling 300 transactions on one statement was a headache.” said the accounting lead.

Solution

They turned to Extend to organize purchasing. Staff members now request a virtual card per purchase order, providing budget visibility. After making a payment, they then attach receipts right in the app. No longer chasing paper, “I’m able to use my time in a more efficient way,” they shared.

Outcome

One card becomes many. The non-profit uses its existing credit card to generate unique virtual cards for hundreds of staff members in need of a payment method.

Clear spend visibility. Staff members can easily track their spend and accounting teams can easily view pertinent details associated with each purchase.

Simplified reconciliation. Transactions are clearly tied to purchase orders and associated receipts with reference fields and attachments, cutting time-to-reconcile in half.

Budget accountability. By using unique virtual cards per purchase order, staff members can track their purchases against their defined budget.

“We needed someone to grow with us and Extend was that perfect partner. It’s made life a lot easier.”