Expense Reconciliation App

ENVOYS is an educational travel company and Public Benefit Corporation that has run programs for more than 12,000 students across 32 countries. On every program, field staff pay for hotels, buses, meals and activities with company cards, program cash and sometimes their own money, in the local currency. Finance needs each of those charges tied to a program and an accounting category, with a receipt, before the program can close. That process lived in a legacy custom-coded tool, where even adding an option to a dropdown meant calling a developer.

Base Flows rebuilt it as Recon Desk, on Softr and ENVOYS's own Airtable base. Each staff member signs in to the card charges imported from their statements, plus any transferred to them, with a running count of what is still pending. Every expense can be split into as many allocations as it needs, each with a program, an accounting category and a receipt, or a clear flag when there is no receipt, and its status moves from pending to partial to completed on its own.

Money in the field does not only move through cards. Staff register the Field Cash they received for a program in USD and in local currency, and the exchange rate is calculated from the cash they actually got, not a market rate. Personal funds are registered the same way. Both then go through the same reconciliation as card charges, so they match the bank statements later without being counted twice.

The interface is built with Vibe Coding and adapts to each role. Field staff can reconcile a group of small expenses in one step or transfer a charge to the person it belongs to. HQ classifies each card expense as an HQ Office or a Program Related expense and gets the categories that fit, and administrators see every expense across the team in one list.

The team owns it. People, programs, currencies and the chart of accounts, including which categories each type of expense can use, are tables ENVOYS edits directly, and the screens change the same way. Adding an option no longer means a developer ticket, and expenses that finance has already reviewed drop out of the queue on their own.