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Case Studies Bergamo Montessori School

Bergamo Montessori School

Automating the Expense Reimbursement Process

Bergamo Montessori School was tired of wasting time manually processing receipts. They used Formstack to launch a fully automated expense reimbursement process that saved them time, money, and resources.

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Challenge

Admins were spending countless hours sorting through receipts manually sent in by staff. Each receipt had to be hand-coded, and many were rejected due to missing information. It was all paper-based, leading to a slow, inefficient, and inconvenient process.

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Solution

The school created a fully digital reimbursement process that accepts photos of multiple receipts at once. Using Forms Workflows, the employee’s director approves the submission before it is sent to finance. An automated email is sent to the submitter once the reimbursement is approved or denied. Final PDF documentation and data is transferred to Dropbox and Google Sheets for easy tracking, storing, and archiving.

Matt Hillis
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“I chose Formstack because it blended a logical and easy-to-use interface with the robust features needed for a modern administrative office.”

Matt Hillis

Executive Director at Bergamo Montessori School

Results

Improved tracking and archiving of receipts

Improved tracking and archiving of receipts

Eliminated need for an additional administrative assistant

Eliminated need for an additional administrative assistant

Replaced paper checks with direct deposit

Replaced paper checks with direct deposit

Expanded submission window beyond traditional business hours

Expanded submission window beyond traditional business hours

Allowed for reimbursement requests to be made from a phone, computer, or desktop

Allowed for reimbursement requests to be made from a phone, computer, or desktop

Eliminated paper completely from the process

Eliminated paper completely from the process

Automating the Expense Reimbursement Process

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