About Access Lifecare
Access Lifecare is a registered NDIS service provider that supports individuals with disabilities and their families. With services across ACT, Queensland and New South Wales, the organisation also offers allied health services such as general counselling and palliative care for its communities.
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.
Overview
Access Lifecare supports NDIS participants through in-home support services and community care houses. The organisation employs support workers and office staff to perform their day-to-day activities.
Staff and support workers would use credit cards to manage expenses, bringing about a few operational issues, such as:
- Unable to keep receipts. Employees kept track of their own receipts and were required to submit them to the finance department who would often have to chase receipts and follow up on any missing information, such as transaction details and notes.
- Cards incorrectly used. While staff used company credit cards to transact, they occasionally used their personal credit cards instead of those assigned to the community housing. This required finance teams to double-check receipts and reimburse staff accordingly.
- Time-consuming administrative work. The regular receipt-chasing and double-checking expenses was a time-consuming and tedious endeavour for finance teams.
- Limited visibility and control over expenses. While the organisation used receipt-capture software, it provided limited visibility on transaction details. Finance teams could not capture spending in real-time or set budgets.
With Budgetly’s prepaid corporate card and expense management solution, Access Lifecare significantly reduced chasing receipts, improved expense visibility, and saved up to 3 days a month on administrative tasks.
Budgetly's Solution
Budgetly supplied the organisation with 36 prepaid corporate cards, and access to the Budgetly expense management software usable on a laptop, desktop, and mobile app. The organisation opted for an annual card and software subscription, saving $480 a year with Budgetly.
Using the distinct and easily-recognisable Budgetly cards, staff can capture a photo of their receipt and upload it into the Budgetly app, which takes only 5 seconds.
Example of the Budgetly app
Staff can also add transaction notes, assign the expense into categories, and select the appropriate budget and tags for the transaction. The app and software automatically reconcile all transactions with key information such as vendor name and transaction amounts pre-recorded. This feature eliminates the need for finance teams to chase staff for receipts and verify expense information.
Example of the Budgetly app
Besides that, finance teams can also view all transactions in real-time, which gives them better visibility and control over company expenses. They can also enjoy user-friendly functions such as:
- Set budgets to rollover or reset monthly, weekly, or fortnightly
- Instantly edit budgets by adding or reducing funds
- Instantly issue an unlimited number of visa debit cards
- Cancel or freeze cards with a click of a button
- Sync all transactions with Xero
- Set spending limits on staff cards, so they don’t go over budget
- Generate easy and quick transaction reports
- Get overall better control of company expenses and eliminate tedious administrative
Example of Budgetly’s system
Results
Access Lifecare has eliminated its admin-heavy process and now saves up to 3 days a month in expense management. Using Budgetly’s prepaid corporate card, the company has resolved its most significant problem - chasing receipts.
“The biggest issue for us was definitely chasing receipts. Given the problems we had with receipts beforehand, choosing Budgetly was an easy choice. Now, the overall process is much easier and has saved me roughly a day and a half each fortnight.”
Jeanne Tarrant, Accounts & Administration Manager.
Budgetly’s prepaid corporate cards have also helped finance staff save time and focus on higher-value tasks.
“If we were still chasing receipts, we’d be incredibly time-poor. Our teams are already working long days to get through our normal workload, so this has meant we can focus our time on more important things within the business.”
Jeanne Tarrant, Accounts & Administration Manager.
Since using Budgetly for almost a year, Jeanne would recommend Budgetly to other NDIS service providers.
“Budgetly is great and has definitely solved our initial problems. We use Budgetly’s cards for our managers, houses and even some participants. Also, Budgetly is easy to use and gives us visibility and control over the whole process. It allows us to put the responsibility back on staff regarding receipts while we maintain control over general spending.”
Jeanne Tarrant, Accounts & Administration Manager.
And how would Jeanne rate the support she’s received from Budgetly?
“10/10, the customer service and support have been great, and we loved the level of support while we got up and running. The personalised videos and training have also been excellent!”
Jeanne Tarrant, Accounts & Administration Manager.
For more information on Budgetly and how we work for NDIS service providers, schedule a demo with us today, or watch a 10-minute recorded demo.
