“We’ve saved so much time and money with Budgetly, which we can put to use in other areas of the business.”
Natasha Evans, Accountant
Overview
Lighthouse Christian School is an education provider located in Norman Gardens, Queensland. To manage expenses, staff and teachers underwent a reimbursement process at the end of each month, which had the following challenges:
- Overspending risk. Finance teams needed more visibility and control over staff spending to minimise the risk of overspending at the school.
- Missing receipts. Staff would spend from the school's petty cash often not remembering to keep the receipt or needing to be reimbursed due to paying for the expense from personal funds.
- Too much paperwork. Finance teams were managing too much paperwork, including forms, receipts, and invoices.
- Time-consuming process. The time spent chasing receipts, reconciling expenses, and filling up forms was too tedious for finance teams and school staff.
As the Accountant for Lighthouse Christian School, Natasha Evans implemented Budgetly’s expense management solution to minimise the risk of overspending and save time on tedious administrative tasks, and to make the staff accountable and put budgets in place to control the organisation's spending habits.
Budgetly Solution
With Budgetly’s prepaid corporate cards and expense management solution, school staff can transact, capture their receipts using a smartphone, and upload them to the app. Budgetly automatically records transaction details such as vendor names and transaction amounts, saving staff time and paperwork.
Example of the Budgetly app
Additionally, all staff transactions can be viewed on the software, giving administrators more control over company budgets. Budgetly also offers a real-time view of all transactions, which allows finance teams to monitor and flag any unexpected transactions.
Example of Budgetly’s transaction view
Example of Budgetly’s real-time employee spending view
This easy process significantly reduces time, and finance teams can also leverage the following expense management functionalities:
- Cancel or freeze cards with a click of a button
- Instantly issue an unlimited number of Visa debit cards
- Set budgets to rollover or reset every fortnight
- Automatic reconciliation of each transaction
- Sync all transactions with Xero
- Generate easy and quick transaction reports for audits
Results
1. Eliminate overspending.
With more expense visibility, finance teams can now plan their budgets and avoid staff overspending.
“The lack of visibility on what was being spent was a big concern for us. Previously we would see our transactions sometimes six weeks later, but we can now see it as it happens with Budgetly. It has given us far more control and minimises our risk, and we also love that we can set spending limits on cards.”
Natasha Evans, Accountant
2. No more manual reimbursements.
Budgetly’s automatic reconciliation feature has eliminated all manual reimbursements and saved time for finance teams.
“We were managing too many reimbursements, and the time it took was a nightmare. It wasn’t ideal for any school or business to continue operating this way. Now we don't have these issues any more as Budgetly has eliminated all staff reimbursements and removed any heavy admin by simplifying this time-consuming process.”
Natasha Evans, Accountant
3. Quick and flexible process.
Budgetly’s virtual cards are set up instantly - allowing travelling staff and teachers to have a smoother process when paying for school expenses.
“The process of setting up virtual cards was very quick, and it worked well for our admin staff or teachers that were going on excursions or camps. We also liked the flexibility of cancelling, freezing, and setting up budgets around the cards.”
Natasha Evans, Accountant
4. Intuitive software and expert support.
Budgetly’s easy-to-use software and personalised support eliminate most of the administrative hassle for Lighthouse Christian School.
“We love the simplicity of the Budgetly software! It’s so easy to request money, and the GST automation certainly makes life easier. Budgetly’s support has also been very good, and the staff are always helpful. I’d definitely recommend Budgetly to other schools.”
Natasha Evans, Accountant
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 Lighthouse Christian School Limited
Lighthouse Christian School provides a values-based, private Christian schooling option for children in Norman Gardens, Queensland. The school offers exceptional education programs that cultivate academic, spiritual, emotional, and physical growth for Kindergarten to Year 12 students.
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.