A PE-backed preschool and daycare roll-up operates roughly 15 schools across three states and is actively acquiring more.
Its federal food program brings in about $1M of annual reimbursement revenue with a five-day submission window each month. The monthly reimbursement report was fully manual: scanning receipts, hand-labeling every line item, and reconciling handwritten count sheets, taking about 20 hours of specialist time plus part-time help. Each school totaled its own receipts, and staff turnover meant constant errors, corrections, and chasing files across shared drives. Corporate overhead grew with every acquisition.
An automated pipeline pulls every receipt and handwritten count sheet from each school's Drive folder, uses AI to read and categorize each line item, runs the reimbursement math, and produces a government-compliant report that's auditable line by line. Payroll, billing, and accounting automations, plus a fixed-price onboarding playbook, let each newly acquired school inherit the same systems, with the client owning all the IP.
The monthly reimbursement report dropped from about 20 hours of specialist time to roughly 13 minutes.
The food-program month now closes in about 3 days across every school, inside the 5-day federal window.
Every receipt line is traceable and auditable by the team and state reviewers.
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