Boys & Girls Club of Oshkosh and SERVPRO of NE Columbus trade receipt chasing for real-time visibility with PEX
About Boys & Girls Club of Oshkosh, Servpro of NE Columbus
Boys & Girls Club of Oshkosh runs after-school and community programs for kids. Staff regularly purchase supplies and materials to keep those programs running, funded through a mix of grants and donations.
“We really value the relationship with PEX. Being a nonprofit, we really have to be thoughtful about who we work with and having PEX’s support has really been a game changer for us.”
— Tracy Ogden, Boys & Girls Club of Oshkosh
SERVPRO of NE Columbus is a field services company whose project managers, crew chiefs and general managers work on job sites, purchasing materials and fuel while the finance team manages spend and reconciliation back at the office.
"I am so grateful that we implemented PEX. It's been a real transformation to our processes."
Hailey Jackson, Accountant at SERVPRO of NE Columbus
The challenge
At Boys & Girls Club of Oshkosh, staff needed a fast way to buy supplies for kids online or in person and see the same day how each purchase moved the budget. Coding mattered just as much as speed, since some purchases were grant-funded and others came from donations and the accounting team needed those kept straight without extra manual sorting.
At SERVPRO of NE Columbus, receipts from project managers, crew chiefs and general managers all went to a single email inbox, which at times held more than a thousand unprocessed receipts. Those got worked through in a rush at month-end. Separately, the company’s larger main account card went as long as a year without being reconciled.
The solution
Both organizations moved onto PEX Visa® Commercial Cards.
At Boys & Girls Club of Oshkosh, staff photograph the receipt and upload it into PEX the moment a purchase happens, in person or online, which updates the budget immediately and tags the purchase as grant-funded or donation-based in the same step.
At SERVPRO of NE Columbus, project managers now use their PEX charge card for job materials and crew chiefs use theirs as a fuel card. Instead of collecting in an email inbox, transactions come in continuously and the finance lead approves or denies them daily. Approved transactions sync automatically into QuickBooks.
The results
Boys & Girls Club of Oshkosh - Real-time budget visibility
Staff photograph and upload each receipt the moment a purchase happens, so the budget reflects same-day spending instead of catching up after the fact
Boys & Girls Club of Oshkosh - Receipt coding: manual to seconds
Coding a receipt, once a manual process, now takes seconds, freeing up staff time for programs instead of paperwork
Boys & Girls Club of Oshkosh - Clean grant vs. donation tracking
Every purchase is tagged as grant-funded or donation-based at the point of purchase, giving the accounting team accurate books without extra sorting
SERVPRO of NE Columbus - 1,000+ receipt inbox, eliminated
Before PEX, the shared email inbox could hold more than a thousand unprocessed receipts at a time. Transactions now route directly to the finance lead for approval or denial as they happen
SERVPRO of NE Columbus - Reconciliation: annual to monthly
The company's main account, once reconciled as infrequently as once a year, now gets reconciled every month
SERVPRO of NE Columbus - Month-end batching replaced with daily approvals
Instead of catching up on a backlog at month-end, the finance lead approves or denies transactions daily as they sync into QuickBooks
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