Avenlo runs regional freight and last-mile delivery for retailers in five states from its depot in Columbus, Ohio. Forty drivers are on the road on any given day, and each state is a separate legal entity.
The challenge
Drivers paid for fuel and tolls with their own cards and filed an expense report every week. Aisha Bello’s team processed about two hundred claims a month, keyed each one into QuickBooks and repaid drivers two to three weeks later. Late and duplicate fuel charges were hard to spot among the receipts on file.
What changed
Every driver now carries a Ledgerly virtual card that only works at fuel stations and toll operators, with a weekly limit set per route. Drivers snap a photo of the receipt, Ledgerly matches it to the charge, and the transaction reaches the right state entity in QuickBooks already coded.
Our reimbursement queue went from two hundred claims a month to zero.
Aisha Bello
Controller, Avenlo
Each state entity has its own approvers and card limits, and Aisha sees all five entities side by side in one report each morning before the trucks roll out.
The results
The reimbursement queue went from about two hundred claims a month to zero. Month-end close takes four days instead of nine, and catching late and duplicate fuel charges saved Avenlo $18,400 in its first full year on Ledgerly.
What comes next
Avenlo is opening a sixth state entity next spring, and the team will set it up in Ledgerly before the first truck leaves, approvers and card limits included.
