Overview

The Brown Nurses is an independent ministry of Our Lady’s Nurses for the Poor. Established in 2008, Brown Nurses provide in-home care and support to the most disadvantaged and marginalised in the City of Sydney Local Government Area.

Many of their clients live with debilitating physical and mental illnesses, or are at risk of homelessness. Being in the care of the Brown Nurses may be their last opportunity to live independently.

Brown Nurses used a petty cash system prior to implementing Budgetly. Not having a solution like Budgetly came with several challenges:

Challenges

• Manual Administration: For those handling cash, we used a spreadsheet for all the info for transactions. The amount, the details of what the transaction was for, where the money was spent, who was spending the money etc.
  
  

• Time, Time, Time: If staff needed a top up of allocated funds, that was a manual process. We’d have to manually record the top up being provided, what for and to whom and then get the cash to the staff member. All of this costs time and money.
  
  

• Staff Frustration: Due to all of the above not being an automated or even a quick process, it was frustrating for all staff involved. With Budgetly we now have staff accountability and ownership over the use of their allocated budgets.

Results

1. Automated admin

Everything is now automated. Brown Nurses can allocate budgets with spending rules proactively and if staff need a top up of funds, they just click one button. There’s no more spreadsheet needed as they have a live view of all transaction information as it’s happening. 

“We’ve saved so much time as everything is automated where it wasn’t in the past!”

Roxanne Jimenez, Administration Manager

2. Complete end-to-end expense management

Brown Nurses can issue cards, set spending rules, instantly top up budgets, track transactions in real-time, and reconcile into their accounting software. They can have it automated or they can click a button to make any changes instantly.

“Budgetly is much better. Staff members are now far more responsible and accountable for their spending.  It has given the staff ownership!”

Roxanne Jimenez, Administration Manager

3. Staff time saving

Staff members are happier as they are no longer burdened with the tedious task of manually recording expenses. The office staff, in particular, have experienced a significant reduction in time due to a much quicker closing of the books. With these time-saving benefits, the dedicated Brown Nurse staff can now devote more of their precious time to serving and making a difference in the community.

“Budgetly has certainly fixed everything from the last process. The spreadsheet and manual reconciliation is gone.”

Roxanne Jimenez, Administration Manager

4. Ten out of ten support :)

Every Budgetly customer has unlimited free telephone support, 1 to 1 screen share video training email support and live chat support.

“The Budgetly staff are always happy to help and ready to answer questions - great service!”

Roxanne Jimenez, Administration Manager

How Brown Nurses automated their expense management 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, Brown Nurses 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. This allows the team to easily filter and view relevant transactions based on project or location.

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

For more information on Budgetly and how we work for businesses, schedule a demo with us today, or watch a 10-minute recorded demo. 

Brown Nurses

Brown Nurses is an independent ministry of Our Lady’s Nurses for the Poor. Established in 2008, Brown Nurses provide in-home care and support to the most disadvantaged and marginalised in the City of Sydney Local Government Area.

Many of their clients live with debilitating physical and mental illnesses, or are at risk of homelessness. Being in the care of the Brown Nurses may be their last opportunity to live independently.

Support is offered in line with the charism of Eileen O’Connor and the social justice teachings of the Catholic Church, which upholds the dignity of the individual and their right to fullness of life. 

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.