Case Study: Bergamo Montessori School achieves paperless, automated expense reimbursements with Intellistack

Automating the Expense Reimbursement Process

Bergamo Montessori Schools, founded in 1975 and serving 500 students in the Sacramento region, faced a slow, paper-based expense reimbursement process that required admins to hand-code receipts, sort physical paperwork, and reject many submissions for missing information. The manual workflow wasted staff time and created delays and inefficiencies for both employees and finance.

Using Formstack Forms and Workflows, the school launched a fully digital reimbursement process that accepts photos of multiple receipts, routes submissions to a director for approval, sends automated status emails, and exports final PDFs and data to Dropbox and Google Sheets for tracking and archiving. The change improved receipt tracking, enabled mobile and after-hours submissions, eliminated paper and the need for an extra administrative hire, and moved reimbursements to direct deposit.

Bergamo Montessori School

Matt Hillis

Executive Director