“Having the flexibility to organise cards whenever we needed them has made it significantly easier to get funds to staff.”
Stephen Young, Finance Manager
Overview
Founded over 30 years ago by disability advocates, ONCALL Group Australia has grown into a national presence across Queensland, New South Wales, Victoria, and South Australia. ONCALL Group Australia is driven by their values and passion for helping others. Every day they get to experience the magic of their participants reaching their goals and they are committed to supporting them along the way. ONCALL Group Australia understand the importance of providing services that are ‘with’ you, rather than ‘for’ you.
To manage expenses, ONCALL used a mixture of cash/debit cards through their incumbent bank. ONCALL were distributing amounts of petty cash every fortnight to their support workers as well as using visa debit cards for over 20 Supported Independent Living houses. Additionally, making fortnightly transfers into these accounts was a very manual admin process not to mention the difficulty in tracking the money.
This process came with several challenges:
- Risk when dealing with cash: Any time you’re dealing with cash, there are risks involved. Risk of theft, risk of safes, and cashboxes being compromised.
- Managing multiple cards across programs and states: Having over 2000 employees across Australia, there is some staff turnover. Managing this in any business comes with challenges. Prior to Budgetly, it was not as easy to cancel, reissue, or otherwise organise who needs cards and for what purpose.
- Time spent managing cards and admin: Managing the old process meant that staff were spending a lot of time doing admin when their time is best spent providing support to our participants and clients.
Budgetly Solution
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.
Example of the Budgetly’s physical and virtual cards in the app
With Budgetly’s preloaded cards, ONCALL Group Australia 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.
Staff can also add notes to each transaction and assign them under categories and tags set by finance teams. These categories and tags allow automated matching of costs to account codes, projects, and job numbers. This allows the team to easily filter and view relevant transactions based on project or location.
Example of the Budgetly’s transactions view in the app
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 project or location.
Example of the Budgetly’s budgeting view
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.
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 transaction view
Budgetly also provides the following expense management functionalities to staff:
- Cancel or freeze cards with a click of a button
- Instantly issue an unlimited number of Visa debit cards
- Flag any unnecessary transactions with Budgetly’s real-time view
- Eliminate receipt-chasing
- Automatic reconciliation of each transaction
- Sync all transactions with Xero
- Generate easy and quick transaction reports for audits
Results
1. Intuitive expense management functionality
Budgetly’s easy-to-use software is a significant improvement from the previous administration-heavy way of doing things.
“The benefits we’ve gained by enabling our support workers to provide actual support and not worry about the admin is amazing. The ease of uploading receipts is amazing.”
Stephen Young, Finance Manager
Budgetly’s receipt capture and automatic reconciliation features have saved time across ONCALL Group Australia’s process.
“Having the ability to upload receipts takes a lot of the guesswork out of reconciling.”
Stephen Young, Finance Manager
Budgetly’s onboarding and support team are readily available by phone or email. This ensures that all queries are dealt with as quickly as possible.
“The Support is really good! If I can’t get onto my account manager, the Support team are incredibly helpful. The fact that we can clearly see what’s happening with cards/transactions and having complete visibility of live transactions is great as we can often solve our own problems easily.”
Stephen Young, Finance Manager
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 ONCALL Group Australia
Founded over 30 years ago by disability advocates, ONCALL Group Australia has grown into a national presence across Queensland, New South Wales, Victoria, and South Australia. ONCALL Group Australia is driven by their values and passion for helping others. Every day they get to experience the magic of their participants reaching their goals and they are committed to supporting them along the way. ONCALL Group Australia understand the importance of providing services that are ‘with’ you, rather than ‘for’ you.
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.