UYV Dime

In-house expense platform that replaced a $20,000-a-year SaaS subscription for Utah Youth Village. AI reads every receipt, configurable approval chains route it to the right supervisors, and approved expenses push straight into Sage Intacct.

Completed July 2026

The Challenge

Utah Youth Village was paying about $20,000 a year for Rydoo to handle expense reports from hundreds of staff across its programs. Receipts still needed manual GL coding, approval timeliness was hard to oversee, and finance ran every export through a conversion workbook before it could reach Sage.

The Solution

A ground-up Rails platform that owns the whole pipeline. Staff snap, upload, or email receipts to a dedicated inbox; AI vision models extract the merchant, date, totals, and line items; rules auto-assign GL codes and cost centers; and configurable approval workflows route each expense by department, location, and job title. Finance pushes approved expenses to Sage Intacct with one click.

Inside the App

Every receipt is read by AI: merchant, date, total, and line items are extracted automatically, coded to a GL account and cost center, then walked through a two-step approval chain with a full activity log.

The finance queue tracks every receipt from submission through first approval, second approval, and payment.

Imported credit card statements match themselves to submitted receipts by amount, date, and merchant.

Approved expenses push straight to Sage with one click, or export through finance-built CSV and Excel templates.

Spend reporting with month-over-month pacing and filters for department, cost center, and event.

Approval chains are configured in the admin and matched to employees by department, location, and job title.

Each employee gets a personal dashboard that answers the question finance hears most: where's my money?

Results

→ Cut a $20,000-a-year subscription down to roughly $16 a month in AI costs

→ Around 800 receipts a month flow through AI extraction, approvals, and payroll

→ One-click push to Sage Intacct, plus finance-configurable CSV and Excel export templates

→ Imported card statements auto-match to submitted receipts by amount, date, and merchant

→ Daily duplicate-reimbursement scans catch double submissions before they're paid

→ Every employee sees exactly where their reimbursement sits at each approval step

→ Self-healing job pipeline and 4,500+ automated tests guard the money path

Related Services

This project drew on capabilities across my full service offering — from initial planning through launch and ongoing support.