Instawork Uses Airbase by Paylocity to Stay Audit Ready
Find out how Instawork uses Airbase by Paylocity to stay audit-ready, increase accounting efficiency, and more.
Founded in 2016, Instawork is a flexible staffing solution for local, hourly professionals. Its digital marketplace connects businesses and qualified professionals across the U.S., filling a critical role in local economies.
Key Takeaways
- Instawork cut their approval for spend time in half.
- Instawork’s payroll manager no longer has to manage reimbursements.
- Airbase by Paylocity helped Instawork close on time and create monthly financial reports.
Close on time and stay audit-ready with Airbase by Paylocity
Audits can often be an afterthought for startups attempting to survive the early stages. Despite this, Controller Steve Lamping arrived at the startup Instawork already well aware of the importance of being audit-ready. After working as an auditor for 10 years, Steve understood the financial responsibilities of any company that wants to go the long mile.
Getting the company to close on time and producing monthly financial reports were Steve’s first priorities at Instawork. Airbase by Paylocity helped him to do just that — and more. Read this case study to see how.
Software that thinks like an accountant
Steve has been exposed to most leading financial software throughout his auditing career. He explains to us why Airbase by Paylocity is different from the rest, as a platform that “thinks like an accountant” and allows you to focus on the processes and workflows that matter.
Cleaning up “sporadic” bill payment processes was another primary focus for Steve at Instawork. Airbase by Paylocity offers agile bill payments features which helped him clean up these processes. For example, being able to allocate bills and invoices to the appropriate pay period despite the actual date on the bill, and other customizable features.
On top of that functionality, Steve also credited the usability of Airbase by Paylocity to help move things along at Instawork.
Cutting the close in half while managing invoices better than ever
When it comes to close, and ultimately to an audit, details matter. Despite a legacy struggle with closing on time, accountants can’t afford to rush past any important information. Steve knows this all too well, and he’s seen firsthand how Airbase by Paylocity saves time while also catching every detail. Airbase by Paylocity allows you to match invoices to ledger entries while automatically processing and saving relevant data and documentation.
Externally, communicating with vendors through the invoice inbox that Airbase by Paylocity offers also helped Instawork manage bill payments, supporting an effective close.
The OCR technology Airbase by Paylocity provides, which automatically processes invoice details and expedites bill payments processes, was also a contributing factor in cutting Instawork’s close in half and their improved invoice management. “It reads the correct amount, the date, and the due date very consistently and it’s been working out really well.”
Airbase by Paylocity creates efficiency — cards, reports, and payroll revolutionized
Having had experience with other leading corporate card solutions that were restrictive, Steve was interested in a solution that allowed him to swap card owners without having to reissue new cards every time. Airbase by Paylocity allowed Steve to switch owners without closing and re-opening cards. This meant he didn’t lose card services that he was paying for and also saved time.
As an added bonus, Steve also explained that he was able to move all his cards from his previous provider to Airbase by Paylocity without issue.
Micro-managing reimbursements is no longer a concern for Instawork’s payroll manager, who, thanks to Airbase by Paylocity and the in-depth NetSuite integration it offers, can now focus strictly on payroll while enjoying an easy review of reimbursements.
Employees at Instawork find it easy to request reimbursements while management can relax knowing that proper approval workflows are in place. Steve tells us, “The general ease-of-use has been huge for everyone. To get nearly 300 employees onto a reimbursement process and have it go smoothly is a big deal.” When he arrived at Instawork, Steve wanted to prioritize creating monthly financial reports. Airbase by Paylocity has supported Steve in achieving that goal, with real-time reporting that has myriad uses.
Close on time, and then some, with Airbase by Paylocity
Ultimately, Steve arrived at Instawork knowing what he wanted to do, what various solutions could do, and what he had to do to meet audit obligations. After trying multiple single-point solutions, Steve met his goals in one consolidated platform with Airbase by Paylocity.
The benefits of a consolidated spend management platform were felt across the board at Instawork, improving card, reporting, and bill payments operations. Steve saw his pain points resolved and cut his closing time in half. He can now focus on the things that matter while knowing the bill payments, reimbursements, and all non-payroll spending are under control.
“We are very happy with the product and want to keep growing with you guys. Airbase has helped us be as efficient as we possibly can be in our process.”
Steve Lamping, Controller
Seamless and Adaptable Expense Management
Manual expense reporting wastes time and frustrates employees and finance teams. Airbase by Paylocity automates the entire process with AI-powered, touchless workflows. Simply snap a receipt and get reimbursed fast — no spreadsheets, no delays. Finance gets real-time visibility, accurate coding, and a faster month-end close.
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