“Budgetly is a life saver! The platform has definitely helped us save both money AND time. We’ve saved at least 3-4 hours each week.”
Christina Pasquariello, Business Services Manager
Overview
Co.As.It. Italian Association of Assistance was established in 1968 to promote the Italian language and culture in NSW and to assist the growing number of migrants arriving from Italy. The organisation has grown to offer language classes to adults and children as well as a range of community programs including aged care services. Co.As.It. also runs an independent primary school, the Italian Bilingual School, with the NSW curriculum delivered in Italian and English.
Staff at Co.As.It. were manually processing cash reimbursements via monthly floats and often had to use their own cash which was very messy to reconcile prior to Budgetly, which came with challenges:
Challenges
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Manual reimbursement process: Collecting receipts for staff expenses were completely manual and tedious via the monthly float, though it was done, it certainly was not the preferred way.
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Time consuming reconciliation: As a result of the above, this lead to an increase in manual administrative tasks, from a manual and messy process to track to the paper trail of receipts. It was a “painful process” to add each transaction line by line into their accounting system.
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Lack of spending control: Staff were anxious when they had to carry a substantial amount of cash each month and had to worry about “rationing this out for an entire month”.
Results
1. Smart spending rules within budgets
With Budgetly, Co.As.It. can instantly allocate funds to an employee’s card OR reduce funds by clicking one button. Having all the card controls in one portal makes it easy to manage, including issuing cards instantly.
“It’s been amazing! Budgetly has completely taken cash out of the equation. It’s given our current Coordinators more control, they’re no longer anxious about having to carry a lot of cash and don’t need to worry about rationing this out for an entire month. The fluidity of changing budgets instantly is amazing.”
— Christina Pasquariello, Business Services Manager
2. No more chasing receipts!
The Budgetly app makes it so easy for Co.As.It. staff to upload receipts, and even sends them a notification. The receipt and transaction information is instantly available for the finance team to review, which makes an audit so much easier!
“Our staff are so much more confident to use their funds which is excellent for the business. We can now also track exact costs per business unit, which has made a massive difference in the back end.”
— Christina Pasquariello, Business Services Manager
3. Budgetly automates everything
Now, Co.As.It. can issue cards, set spending rules, instantly top up budgets, track transactions in real-time, and reconcile into their accounting software, hassle-free.
“Without Budgetly, we’d still be stuck in multiple messy and time-consuming processes.
We continue to get busier and busier, so it would have been harder to get funds to the team as we continue to grow.”
— Christina Pasquariello, Business Services Manager
4. Fabulous support!
Every Budgetly customer has unlimited free telephone support, 1 to 1 screen share video training email support and live chat support.
“11/10! It’s been absolutely amazing. If I send an email, I always get a follow-up call and help whenever I need it.”
— Christina Pasquariello, Business Services Manager
How Co.As.It. Italian Association of Assistance had taken cash out of the equation by 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, Co.As.It 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.
Support 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 tours or expense categories.
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
Budgetly offers additional expense management functionalities: |
Issue unlimited Visa debit cards instantly
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Flag unnecessary transactions in real-time
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Eliminate lost receipts & receipt-chasing |
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Automatically reconcile transactions
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Sync all transactions with Xero |
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Fast transaction reports for audits |
Cancel or freeze cards in one-click |
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 Co.As.It Italian Association of Assistance
Co.As.It. Italian Association of Assistance was established in 1968 to promote the Italian language and culture in NSW and to assist the growing number of migrants arriving from Italy. The organisation has grown to offer language classes to adults and children as well as a range of community programs including aged care services. Co.As.It. also runs an independent primary school, the Italian Bilingual School, with the NSW curriculum delivered in Italian and English.
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.