“It’s the accountability of the card holders. That’s the biggest advantage of BILL Spend & Expense, the instant access to budgets that fosters accountability.”
Real-time spend management with BILL Spend & Expense.
Stevens Trucking operates over 1,400 trailers and over 300 tractors between oilfield-flatbed and dry freight divisions. With large vendor contracts and almost 350 employees, they needed more than a traditional corporate credit card to track and maintain all the spending they were doing companywide.
Barry Smith, Controller at Stevens Trucking, came into the organization to shake things up with their financial processes. “We were using a national credit card company before and I knew something needed to change by the overall lack of visibility on these large amounts of spending going through credit cards.” Barry knew they needed to switch from traditional corporate credit cards into something more innovative and intuitive into their spending. That’s when BILL Spend & Expense stepped in.
“We were using a national credit card company before and I knew something needed to change by the overall lack of visibility…" – Barry Smith, Controller at Stevens Trucking
Almost each member of the accounting team at Stevens Trucking was wasting 3-5 days each month on reconciling expenses and reimbursements. “Tracking receipts and reconciliations took forever.” Not only that, but they dealt with a couple grand in duplicate or unaccounted for transactions on their corporate credit cards. Now, making the switch to BILL Spend & Expense’s innovative charge card and expense management solution, they can do their job in real-time as transactions come in. Rather than wasting time waiting at the end of each month, BILL Spend & Expense’s budgeting software syncs up automatically with every transaction employees make.
Due to the lack of reporting with their former corporate credit cards, Stevens Trucking also had a major problem with card sharing out on the job, making tracking purchases nearly impossible. One employee in particular was given a credit card to use for work-related travel purchases. When it came time to review the credit statement at the end of the month, Barry’s team realized that the employee had charged over $800 of personal expenses on the corporate card. “BILL Spend & Expense would have never let that happen. If we reviewed daily like we do now, we would have caught this on the first charge and it would only been $15 instead of $800.”
BILL Spend & Expense is now rolled out across 50-60 cardholders at Stevens Trucking. 10-15 of those cards are in the truck shop department, the company’s biggest and most expensive area of use in the business. “Our parts, travel, and road-side assistance employees are one of the top users of BILL Spend & Expense. We had to add more cardholders because there was a lot of card sharing happening before. BILL Spend & Expense helped to stop that.”
“It’s the accountability of the card holders. That’s the biggest advantage of BILL Spend & Expense, the instant access to budgets that fosters accountability.” – Barry Smith, Controller at Stevens Trucking
Even their older generation of sales reps have adopted this new technology and enjoy the accountability that BILL Spend & Expense and the mobile app bring, says Barry. “It’s the accountability of the card holders. That’s the biggest advantage of BILL Spend & Expense, the instant access to budgets that fosters accountability.” With hands-on training, a seamless interface, and ease of use, everyone quickly adopted BILL Spend & Expense into their work and expense process.
Stevens Trucking has found major value since making the switch from corporate credit cards to BILL Spend & Expense, Barry included. “I work primarily on a desktop, so the mobile app helps me do my job while I am still on the go.” Barry can now set and approve fund requests, reset accounts, code transactions, and more.
“[The mobile app] keeps the business going even when I’m not at my desk.” – Barry Smith, Controller at Stevens Trucking
At the end of the day, Barry’s favorite thing about BILL Spend & Expense is the feeling of being part of a partnership, rather than just another big bank customer. “BILL Spend & Expense doesn’t want to just be another [card] provider, you are a partner.” And with Stevens Trucking continuing to grow, Barry’s goal is to use BILL Spend & Expense to its fullest by switching as many of their vendors as possible over to BILL Spend & Expense and “simplify everything in accounting.”
