“Budgetly has definitely solved our initial nightmare of papers. We don’t have to worry about reimbursements because of the improvements in our process, and we can now focus on other, more important tasks.”
Melissa Savill, Principal.
Overview
Aurora Southern Highlands Steiner School is an education provider in New South Wales that cultivates students' skills through a rich program and environment. The school managed expenses through reimbursements and bank cards, which was an issue for the following reasons:
- Delayed reimbursements. Staff receipts were processed manually and information such as names and transaction purposes were often missing. This usually caused reimbursement delays and continuous double-checking from finance teams.
- Difficulty in obtaining bank cards. The school considered getting bank credit cards, but they were difficult and tedious to apply for due to the school's size.
- Lack of prepaid card functionality. The school also used prepaid bank cards to manage expenses. However, it was a hassle to top up individual cards and generate transaction statements when needed.
- Time-consuming process. Receipts had to be collected from individual staff in person, which added unnecessary administrative time for teachers and finance teams.
Principal Melissa Savill reached out to Budgetly and saved hours in administration by using its prepaid corporate card and expense management solution.
Budgetly Solution
Budgetly supplied Aurora Southern Highlands Steiner School with 21 prepaid Visa cards through an easy set-up and efficient onboarding process. With Budgetly’s app and software, transacting and keeping track of receipts is infinitely easier.
Staff can pay using their Budgetly cards, capture their receipts on a smartphone, and upload them to the app. In addition, the app records transaction details such as vendor names and item amounts automatically, allowing administrators to view these receipts and transactions easily.
Additionally, staff can also add transaction notes and assign them to tags and categories, which eliminates any missing information.
Example of the Budgetly app
For finance teams, keeping track of transactions is much easier. Administrators can now view all expenses in real time and on the software, giving them greater visibility and control. Staff can also request a budget top-up on the app with a click of a button, which their managers can approve easily.
Example of Budgetly’s transaction view
Example of Budgetly’s real-time employee spending view
Budgetly’s subscription also comes with the following expense management features:
- Cancel or freeze cards through the software or apps
- Set budgets to reset or rollover every fortnight
- 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 and budget reports for audits
Results
1. Easy reimbursements. With Bugetly’s easy receipt capture and automatic reconciliation, Melissa doesn’t need to worry about reimbursing staff.
“Without Budgetly, we would still have an inaccurate and delayed reimbursement process. We now don’t have to process and collect our receipts manually, so it’s working very well for us. I didn’t realise a solution like Budgetly existed for our school, but I’m glad I do now.”
Melissa Savill, Principal.
2. Time-savings. Finance teams can save time on tedious administrative tasks such as receipt management.
“Budgetly has been a really good fit for our company. One of the biggest values of the software is in the time we’ve saved, which is at least 3 to 4 hours a week! This means we can focus on more valuable activities for our students and not waste time managing our expenses.”
Melissa Savill, Principal.
3. Support and functionality. Budgetly’s software and app functions, coupled with its team member support, have enabled Aurora Southern Highlands Steiner School to track and manage its expenses with minimal effort and stress.
“I’ve already recommended Budgetly to other schools like us. We’ve always had great support from the team, who are very responsive, and we’ve managed to eliminate our previous clunky expense management process.”
Melissa Savill, Principal.
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 Aurora Southern Highlands Steiner School
Aurora Southern Highlands Steiner School is an education provider that offers learning programs for early childhood, primary, and high school. Founded in 2013, the school is committed to providing an engaging environment for students focusing on real-life experiences.
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.