How a QSR in the Hospitality Industry Scaled Expenses Beyond Spreadsheets

Spotlight

From Paper Logs to Automation: Scaling Expense Management for a QSR
A fast-growing quick service restaurant in the hospitality sector struggled with tracking expenses across multiple outlets using spreadsheets. Manual entries led to errors, delayed reimbursements, and limited spend visibility. By adopting Expense Tracker 365, the QSR automated expense management, gaining accuracy, faster approvals, and clear cost control across locations.

Highlights

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Reduction in Expense Processing Time

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Fewer Data Entry Errors

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Full Visibility Across 10+ Outlets

Customer’s Speak

Mike Reynolds

Legal Operations Manager

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Managing contracts manually led to missed deadlines, compliance risks, and inefficiencies. With SharePoint Contract Management, automation streamlined workflows, reduced manual effort, and ensured compliance. Now, we focus more on clients instead of paperwork.

The Challenge: Manual Tracking Limits Growth

Scattered Expense Records
Each outlet submitted expenses via spreadsheets, causing delays and inconsistencies.

Error-Prone Data Entry
Manual entry led to frequent mistakes and lost receipts.

Lack of Central Oversight
Without real-time data, budgeting and cost control became guesswork.

The Solution: Automated Expense Management with Expense Tracker 365

Centralized Dashboard
Expense Tracker 365 consolidated all outlet-level expenses into a single, unified system, giving the finance team real-time visibility across every location. Instead of juggling separate spreadsheets from each branch, they could now view, filter, and analyze expenses by outlet, date, category, or employee in just a few clicks. This made it easier to monitor spending patterns, compare performance between outlets, and identify any unusual or excessive costs. With centralized data access, decision-making became faster, more accurate, and less dependent on manual coordination.

Receipt Scanning & Auto Categorization
Employees simply snapped a photo of their receipts using the mobile app, eliminating the need for manual entry. Expense Tracker 365 used advanced OCR technology to automatically extract important details such as the date, amount, and merchant name. The system then categorized each expense accurately based on predefined company rules and the employee’s past spending patterns. This not only saved time and reduced input errors but also ensured that every expense was submitted in line with company policies, making the entire process faster and more reliable.

Streamlined Approval Workflows
Managers received real-time mobile notifications whenever an expense was submitted for their approval, allowing them to stay on top of requests without needing to log in from a desktop. Each expense was automatically checked for policy compliance, with any exceptions or missing details clearly highlighted within the app. This gave managers all the context they needed to make quick, informed decisions. As a result, they could approve or reject expenses instantly from their phones, making the entire process faster, more efficient, and easier to manage across multiple outlets.