Seasonal Magic cuts through expense chaos and saves $23K with Expensify
At a Glance
Biggest results with: Automated expense tracking and CSV integration
Accounting package:
Favorite features:
- Automated receipt capture
- Pre-programmed expense categories
- Advanced reporting and analytics
The best part:
- $23,000 in cost savings identified through better reporting
- Zero manual receipt scanning or data entry
- Realtime visibility across all 27 locations
Customer since: 2024
Seasonal Magic, LLC runs 27 Halloween retail stores across three states, bringing spooky fun to families and kids during the busiest season of the year. With 750 seasonal employees and complex multi-state card configurations, expense management could have been a complete nightmare, but it isn't, thanks to Expensify.
Seasonal Magic has been using Expensify since 2024, and they can speak to one thing confidently: it delivers real results when it matters most.
Most importantly, Expensify is simple enough for a family business where perfect compliance isn't realistic, but smart enough to deliver the insights that drive real savings.
The challenge: Expense management stuck in the past
Running 27 seasonal retail locations across three states creates enough complexity without your expense system making everything harder. Seasonal Magic was drowning in manual processes that ate up time and hid critical spending insights.
They needed an expense management solution that could:
Handle their complicated multi-state setup: Each state had its own Chase card with multiple users underneath – a configuration nightmare that most systems couldn't handle
Kill the manual madness: QuickBooks Desktop 2018 (and QBO) had minimal receipt capability, so staff had to scan and upload every single receipt manually
Actually show useful data: Desktop reporting wasn’t great for drilling down into spending patterns or spotting opportunities
Make categorization simple: Getting expenses into the right categories required clicking through multiple screens and navigating endless dropdown menus
When Seasonal Magic brought their finances back in-house in March 2024, their bookkeeper suggested going back to manual entry, but their contract consultant, Ann, “refused to go back to 1985." She knew there was a better way.
The solution: Expensify automation plus world-class support
Seasonal Magic chose Expensify because it promised to automate the annoying stuff while providing the flexibility they needed for their complex setup. What they didn't expect was the level of support that made their unusual configuration actually work.
Here's how Expensify solved its specific challenges:
Smart automation that actually works: Expenses get captured and categorized automatically with Expensify’s SmartScan technology
CSV uploads that just work: After working through their complex multi-state card situation, CSV uploads now flow seamlessly into their system
Seamless QuickBooks integration: Unlike their old QB Desktop setup, expenses now flow directly into QuickBooks Online with proper categorization, eliminating double entry
Foolproof expense categories: Pre-programmed categories prevent errors and make life easier for employees who have better things to do than memorize expense codes
Reporting that reveals opportunities: Detailed analytics through custom financial reporting across all 27 locations that actually help make strategic decisions instead of just tracking what happened
Support that goes the distance: Their Expensify account manager worked patiently through every challenge, including the complex Chase card setup that couldn't support electronic receipts
The results: Real savings and operational sanity
Since switching to Expensify, Seasonal Magic has transformed both their day-to-day operations and their bottom line.
Strategic cost optimization
Advanced reporting revealed $23,000 in potential savings through strategic sourcing for the upcoming season – insights that were completely invisible in their old system.
Time freedom for what matters
Processing expenses now takes minutes instead of hours. Even with Ann manually reviewing reports, the automated features and pre-loaded categories eliminate virtually all data entry work.
Total visibility across operations
Real visibility into spending patterns across all 27 stores means budget tracking actually works and overspending gets caught before it becomes a problem.
Built for growth
The system scales effortlessly. They're already exploring Expensify Travel for the family members who travel constantly for business.
“The after-sale and ongoing customer service Expensify provides really is second to none. There has not been a single time, whether with our Account Manager or the Concierge Service, where I have not been able to get an answer, or assistance [with] 'how to' [do something]. They are friendly, regardless of how silly the question might be.”
— Ann John, Contract Consultant, Seasonal Magic, LLC
The Expensify edge
What makes Expensify perfect for businesses like Seasonal Magic? It's expense automation that actually adapts to your reality, plus human support when things get complicated.
Whether you're managing stores across multiple states, dealing with seasonal workforce fluctuations, or wrestling with banking setups that have a lot of limitations, Expensify bends to fit your business instead of forcing you to change everything.
Here's the thing: Seasonal Magic's Account Manager didn't give up when their Chase card configuration threw curveballs. Instead of shrugging and saying "sorry, that's not supported," their Expensify account manager worked through every option until they found a solution that worked perfectly.
That's the difference between software that claims to be flexible and software that actually is.
Why choose Expensify for your company
Tired of expense management that feels like punishment?
Running a complex operation shouldn't mean accepting complex expense processes that waste time and hide important insights.
Expensify delivers in the following ways:
Automation that actually automates: Receipt capture with the mobile app (or text your receipts to 47777 with your US number), categorization, and reporting happen automatically – no more busywork
Flexibility for real-world complexity: Multi-location, multi-state, weird banking setups? Expensify adapts to your business, not the other way around
Insights that drive decisions: Reports that reveal cost-saving opportunities worth tens of thousands, not just pretty charts
Support that solves problems: Real people who understand complex implementations and stick with you until everything clicks
Whether you're managing three locations or thirty, Expensify scales with your ambitions.
Just ask Seasonal Magic. They found $23,000 in savings they didn't even know existed.
Ready to stop fighting your expense system?
See how Expensify can transform your operations and uncover hidden opportunities today. Take a tour of the intuitive mobile app, now available in 10 languages, or click on the button below to get started.
