Summary

Our client, a big construction company, struggled to keep track of petty cash and advances at many job sites. Manual records were slow and full of mistakes, making it hard to see where money was going.

 

INTECH built an easy-to-use system with Oracle Fusion that tracks expenses and advances automatically. Now the client sees exactly how cash is used, saves time, and avoids costly mistakes.

About the Client

The client is a major construction company handling large projects across many locations. Each site needs petty cash for daily expenses, but tracking this was a constant headache.

 

They’re known for high-quality work, but their old way of recording petty cash with spreadsheets and paper led to confusion and risk of errors.

Client's Challenges: Petty Cash Tracking a Mess

The company's teams had to enter every expense by hand. Advances to sites were hard to follow. Managers spent hours sorting receipts to figure out where money went. Mistakes in records led to overspending or missing cash.

Without one place to see all transactions, it was almost impossible to know which sites used their advances properly or where problems were happening.

Key Challenges:

Manual Records

Writing down expenses by hand took too long and led to errors.

No Big Picture

Couldn't see overall petty cash spending across all sites in one view.

Advance Confusion

Advances to sites were tracked poorly, risking misuse or loss.

Slow Reporting

Building reports took days, delaying decisions.

Accountability Issues

Hard to hold site managers responsible without clear data.

Manual tracking made petty cash management slow and unreliable, wasting time and creating financial risks.

INTECH created an automated system using Oracle Fusion Accounts Payables. We set up “Petty Cash” as a supplier in the system so every expense and advance went through one place. Each construction site became a "Petty Cash Supplier Site," letting the client link every transaction to a specific project.

Expenses and advances were easy to enter, track, and report. Managers could see real-time data, making it simple to control spending and keep projects on budget.

Here are the key features:

Petty Cash Supplier

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    Centralized all petty cash transactions in one system.

Site-Level Tracking

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    Connected each expense directly to its site for full transparency.

Advance Monitoring

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    Recorded advances as prepayment invoices, making it easy to track outstanding amounts.

Instant Reports

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    Showed balances and spending quickly, saving hours of work.

Error Reduction

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    Automated entries cut down on mistakes from manual recording.

Oracle Fusion Integration

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    Used a reliable platform that fit the client's processes.

Implementation process

First, we learned exactly how the client's team handled cash. We mapped out where things were going wrong and what data they needed. Then we set up Oracle Fusion with customized fields and reports matching the client's real-life needs.

We imported old records so they could start fresh with complete information. Finally, we trained project teams and finance staff to enter and check expenses, giving everyone confidence in the new system.

Here is how we did it:

1

Bringing Old Data Together

Gathered scattered records into one clean system.

2

Configuring Oracle Fusion

Adjusted settings to match how the client actually works day to day.

3

Tying Advances to Sites

Ensured advances linked back to the right construction projects.

4

Training Teams

Helped everyone learn to use the system quickly and comfortably.

5

Building Useful Reports

Created simple, practical reports to make tracking easy.

Business Impact

The client saw big wins right away.

The impact of our solution includes:

Faster, clearer reports on expenses and advances.
Fewer mistakes thanks to automated entries.
Better control over site spending with easy-to-read data.
They now save time, reduce errors, and keep projects on budget.

INTECH's solution made petty cash management easy, clear, and reliable, so the client can focus on building great projects.

Tools and Technologies Used

We used strong, modern tools to create a system that's simple to use and maintain.
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    Oracle Fusion Accounts Payables: Provided a solid platform for managing petty cash and advances.

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    Custom Dashboards: Gave teams a clear, instant view of cash use.

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    Integrated Reports: Made it easy to see and share spending data.

Driving Business Transformation with Tailored Digital Solutions

Discover how INTECH’s customized technology solutions improve operational efficiency, boost performance, and deliver tangible business outcomes.

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Download Logistics Company Achieves 70% Faster Invoice Processing with Oracle Fusion Finance case study from here.

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