Growth Stage
The challenge
Architect had implemented Concur, then Expensify, then a custom internal process built on Google Forms. Each one failed for the same reason: the team hated using it. Receipts disappeared. Expense reports were submitted weeks late.
Finance spent more time chasing employees than closing the books. The company was regularly losing $800–1,200 per month in receipts that were never submitted. Reimbursements were delayed, employees were frustrated, and the finance team was stuck in a permanent loop of chasing, reminding, and reconciling.
“The problem wasn’t that our team was irresponsible. The problem was that every tool we tried felt like extra work. People had real jobs to do. Submitting expenses was an annoying task they kept putting off.”
Sofia Reyes, Head of Ops, Architect
What Architect needed
Architect needed a tool that removed friction from the submission process entirely—one that employees would actually use without being reminded. It also needed to eliminate the revenue leakage from unsubmitted receipts and reduce the time finance spent on chasing and reconciling.
The solution
Sofia discovered Payflow through a peer recommendation and signed up expecting to hit the same wall as before. She didn’t. The difference was friction—or the lack of it. Employees snapped a receipt photo and they were done. No forms to fill, no categories to manually assign, no receipts to upload later. The AI handled everything in seconds. Sofia set up the onboarding in an afternoon and sent one company-wide message. Within the first week, 100% of the team was actively using it.
Inline quote 2“I sent one message and that was it. Nobody asked for help. Nobody complained. They just started using it.”
Sofia Reyes, Head of Ops, Architect
The result
Monthly expense admin dropped from two full days to under three hours. Every receipt was accounted for. Reimbursement cycles that had stretched to 3–4 weeks dropped to 5 business days. In the first month, Architect recovered $1,400 in expenses that would previously have gone unsubmitted.
Over the following quarter, that number averaged $1,100 per month—money that had simply been falling through the cracks.
“I genuinely did not think 100% adoption was possible. With every other tool, there was always someone who just wouldn’t use it. With Payflow, that problem doesn’t exist.”
Sofia Reyes, Head of Ops, Architect
