Maximize Savings with DATABASICS + the Wawa WEX Credit Card for Your Business

The Challenge: Too Much Paperwork, Not Enough Service

MEC General Contractors runs a busy field services operation, sending technicians out daily for maintenance, inspection, and repair work. These technicians are experts at keeping jobsites running smoothly, but every time they fueled up a company vehicle, they were also expected to handle a string of administrative tasks: save the fuel receipt, note the correct work order, take a picture, and later submit a full expense report.

On paper, the process seemed manageable. In practice, receipts were misplaced, work order numbers went missing, and reporting was delayed. Finance teams were left chasing technicians for documents and manually reconciling WEX fuel card transactions against receipts. That meant hours of repetitive data entry, frequent GL coding errors, and billing delays that stretched into weeks.

The biggest frustration was that highly skilled employees were spending their time on paperwork instead of customer service. Finance wasn’t spared either; teams were caught in an endless cycle of matching, verifying, and correcting. The result was a backlog of fuel charges, delayed billing for reimbursable costs, and little to no visibility into real-time fuel spend.

“We were constantly chasing receipts and trying to figure out which charges belonged to which jobs. It was a daily time sink.” — Jennifer Agrait, Director of Finance

Instead, technicians can conveniently use the Wawa fleet card at numerous gas stations across the U.S., enabling them to access fuel savings through exclusive discounts and rebates. This fuel card not only simplifies the fueling process but also helps reduce overall fuel costs for the business. Unlike the traditional method of snapping receipt photos and submitting expense reimbursements, using a Wawa WEX credit card offers enhanced security, real-time transaction tracking, and streamlined spending controls. The card’s detailed reporting and purchase limits help prevent unauthorized spending and eliminate the hassle of manual expense management.

The Solution: Automating Fuel Expenses End-to-End

DATABASICS takes this a step further by capturing real-time credit card data directly from Wawa WEX transactions, automatically matching it with receipts, applying the appropriate job codes, and inserting the information into expense reports. This automated fuel expense tracking system integrates directly with Wawa WEX transaction data, itemizes fuel purchases, applies the correct GL codes for automatic accounting, and creates expense reports without any action from the technician, ensuring accuracy, saving time, and providing immediate visibility into fuel expenses without extra effort from technicians or finance teams.

MEC implemented DATABASICS’s integration with the Wawa WEX card to eliminate the manual friction at every step. The goal was go beyond digitizing receipts and to automate the entire expense lifecycle from the pump to the GL.

Here’s how the system transformed the workflow:

• At the pump: When technicians fuel up, they enter the work order number directly into the Wawa terminal. That detail is immediately attached to the transaction.

• In DATABASICS: The WEX transaction feed flows into DATABASICS, automatically populating expense data with the correct job or service order.

• Receipt capture: Technicians simply snap a photo of the receipt in the mobile app or email it in. No logins or forms—just a quick capture.

• Automated matching: DATABASICS’s AI compares the receipt with the WEX transaction using date, merchant, and amount. Even if the receipt arrives later, it gets matched to the correct charge.

• GL coding and reporting: Pre-set business rules apply GL codes instantly. Expense reports are generated, itemized, and routed for approval without manual entry by either the technician or finance.

The result: a closed-loop process where fuel purchases are captured, coded, and reported automatically.

“Now our techs pump gas, take a quick picture, and get back on the road. There’s less paperwork and fewer follow-up calls.” — Jennifer Agrait, Director of Finance

The Results: Accuracy and Speed

Before DATABASICS:

• Manual matching of receipts to WEX transactions

• Frequent missing or incomplete work order numbers

• Inconsistent GL coding for fuel expenses

• Limited visibility into current fuel costs

The integration delivered measurable results for MEC almost immediately:

• 75% reduction in processing time: Finance teams moved from chasing down receipts to reviewing clean, automated reports.

• 100% GL coding accuracy: AI and business rules applied consistent coding, removing human error.

• Faster approvals, faster billing: Expense reports were created in real time, cutting billing lags by half.

• Minimal training needed: Technicians required almost no ramp-up. Their new routine boiled down to “pump gas, snap receipt, move on.”

“Before, expenses could lag 30 to 60 days before being billed to the customer. Now, that delay has been cut in half.” — Jennifer Agrait, Director of Finance

The Key Benefits for Field Services

The Bigger Picture: Fueling Field Services Without the Paper Trail

For field services organizations, every extra minute of admin work translates into fewer jobs completed and slower service. By combining Wawa WEX card data with DATABASICS automation, MEC was able to:

• Eliminate technician data entry: Skilled staff spend all their time on customer work instead of forms.

• Gain real-time visibility: Finance and operations can monitor daily fuel spend and detect anomalies instantly.

• Guarantee accurate job costing: Every fuel charge is tied to the right job, ensuring precise client billing and internal tracking.

• Stay audit-ready: Receipts are matched and stored automatically, creating a full digital paper trail.

• Enforce spending controls: Managers use WEX’s purchase controls to prevent unauthorized or wasteful spending.

DATABASICS Insight

“Our field services clients tell us the same thing consistently: their crews want to stay focused on the work itself, not paperwork. By automating expense reports and GL coding, we remove the distraction and give time back to the field.” — Sophie Bukrinsky, DATABASICS Senior Systems and Application Consultant

Manual fuel expense reporting is a relic of the past. MEC General Contractors proves how much time and money can be saved when automation takes over the busywork. With Wawa WEX card data flowing seamlessly into DATABASICS, every purchase is captured, coded, and reported without delay.

Technicians stay focused on serving customers. Finance gets instant, accurate data without chasing it. Leadership gains visibility into costs as they happen.

For MEC, fuel expenses now handle themselves and the business moves faster because of it.