“Before Budgetly, the biggest challenge was getting a card via the bank. It was a lot more complex than I anticipated.”
Phillip Frost, Managing Director
Overview
Arvensis Research was set up to provide quality independent contract research in Tasmania. They deploy their extensive knowledge and expertise to provide research services in crop protection and agronomy. Field, pot and laboratory trials, which are industry relevant, are managed and conducted by researchers that have many years of experience and a high success rate.
Staff at Arvensis Research were undergoing manual reimbursements through their own money via Xero Expense claims prior to Budgetly, which came with several challenges:
Challenges
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Manual reimbursement process: Collecting receipts for staff expenses were completely manual and time-consuming, though it was done, it certainly was not the preferred way.
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Time consuming reconciliation: As a result of the above, this lead to an increase in manual administrative tasks and was not deemed fair for the staff to having them spending their own money.
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Lack of visibility on budgets and transactions: The manual process of receipt collection in turn meant no real-time visibility on every single transaction and lack of budget control.
Results
1. Instant funds at your fingertips
With Budgetly, Arvensis Research can instantly allocate funds to an employee’s card OR reduce funds by clicking one button. Having all the card controls in one portal makes it easy to manage, including issuing cards instantly.
“Now with Budgetly, we pretty much just need to top up the account and it takes a lot less worry and time.”
— Phillip Frost, Managing Director
2. Say goodbye to chasing receipts!
The Budgetly app makes it so easy for Arvensis Research staff to upload receipts, and even sends them a notification. The receipt and transaction information is instantly available for the finance team to review, which makes an audit so much easier!
“With Budgetly, we saved us a lot of time compared to the old process - Xero expense process required manual payment back to staff. We don’t need to do this now.”
— Phillip Frost, Managing Director
3. No wait times on bank credit cards
Now, Arvensis Research can issue cards, set spending rules, instantly top up budgets, track transactions in real-time, and reconcile into their accounting software, hassle-free.
“Before Budgetly, we assumed getting a credit card would be easy - banks make it almost impossible, it was very frustrating.”
— Phillip Frost, Managing Director
4. Stellar support!
Every Budgetly customer has unlimited free telephone support, 1 to 1 screen share video training email support and live chat support.
“Budgetly is excellent - the team keeps in regular touch with us.”
— Phillip Frost, Managing Director
How Arvensis Research eliminated manual admin work by using Budgetly!
Budgetly prepaid corporate debit cards are available in physical and digital formats, with virtual cards available instantly upon application. Staff can add Budgetly’s virtual cards to their mobile wallets and use them immediately in any location.
With Budgetly’s preloaded cards, Arvensis Research support staff can transact, capture their receipts using a smartphone, and upload them to the app. In addition, Budgetly’s expense management software automatically records transaction details such as vendor names and transaction amounts.
Support staff can also add notes to each transaction and assign them under categories and tags set by finance teams. This allows the team to easily filter and view relevant transactions based on tours or expense categories.
Finance teams can allocate budgets for each card and set spending limits to avoid overspending. Additionally, these budgets can be automated to reset or roll over every fortnight.
Example of Budgetly’s budgeting functionalities
Requesting a money top-up is hassle-free on the app, and finance teams can approve them with a click of a button. In addition, all staff transactions can be viewed on the software, giving administrators more control over company budgets.
Example of Budgetly’s budgeting functionalities
Budgetly offers additional expense management functionalities: |
Issue unlimited Visa debit cards instantly
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Flag unnecessary transactions in real-time
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Eliminate lost receipts & receipt-chasing |
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Automatically reconcile transactions
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Sync all transactions with Xero |
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Fast transaction reports for audits |
Cancel or freeze cards in one-click |
For more information on Budgetly and how we work for businesses, schedule a demo with us today, or watch a 10-minute recorded demo.
About Arvensis Research
Arvensis Research was set up to provide quality independent contract research in Tasmania. They deploy their extensive knowledge and expertise to provide research services in crop protection and agronomy. Field, pot and laboratory trials, which are industry relevant, are managed and conducted by researchers that have many years of experience and a high success rate.
About Budgetly
Budgetly is an Australian prepaid corporate card and expense management software provider. We’re committed to making expense management easy for all companies and improving their expense processes. Our service is adopted by many NDIS providers, aged care providers, charities, and businesses across Australia.