“Receipt capture is 100% solved. No more missing receipts and our EA is no longer running around chasing them!”
Tanya Miles, Team Leader
Overview
Deadly Connections is an Aboriginal Community-led, not for profit organisation that breaks the cycles of disadvantage and trauma to directly address the over-representation of Aboriginal people in the child protection and justice systems.
Prior to Budgetly, Deadly Connections used a staff reimbursement system and one credit card. Not having a solution like Budgetly came with several challenges:
- Chasing receipts: Tracking and chasing receipts was a problem and the receipts that were collected were stored in an envelope. This led to a manual reconciliation process. Chasing receipts also led staff to being taken away from their actual job (serving the community).
- Staff experience: Staff reimbursements sometimes took longer than expected to process due to a combination of factors including chasing receipts, administration time, staff absences etc. Deadly Connections felt that their staff shouldn’t have to spend their own money and wait for the reimbursement. There was also the problem of missing receipts which meant a reimbursement couldn't be processed.
- Month end: There was only one credit card for spending – Deadly Connections preferred to be able to issue cards to staff who need access to funds without having to fill out all the paperwork to try and get another credit card (like with the bank).
How Deadly Connections stopped chasing receipts for good and saved an entire day of time per month!
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, Deadly Connections 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.
Example of the Budgetly 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 Budgetly’s transaction view
Example of Budgetly’s real-time employee spending 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.
This easy process significantly reduces time, and finance teams can also leverage the following expense management functionalities:
- Cancel or freeze cards with a click of a button
- Instantly issue an unlimited number of Visa debit cards
- Set budgets to rollover or reset every fortnight
- Automatic reconciliation of each transaction
- Sync all transactions with Xero
- Generate easy and quick transaction reports for audits
Results
1. No more chasing receipts.
The app makes it so easy for staff to upload receipts at the point of purchase and even sends a notification. The receipt and transaction information is then instantly available for the finance team to review.
“Receipt capture is 100% solved. No more missing receipts and our EA is no longer running around chasing them!”
Tanya Miles, Team Leader
2. No more staff reimbursements.
Staff are happy because they don’t have to spend their own money on business expenses. Office staff are happy because the time taken to process reimbursements has been reduced to zero hours per week. Closing the books is much quicker now so the Deadly Connections staff can focus more of their time on serving the community.
“We felt staff shouldn’t have to spend their own money on business expenses. Implementing Budgetly has been great for our staff satisfaction score.”
Tanya Miles, Team Leader
3. Complete end-to-end expense management.
Deadly Connections can easily issue cards, set spending rules, instantly top up budgets, track transactions in real-time, and reconcile into their accounting software. Everything is now in one spot.
“Staff now have full accountability but also flexibility - and at a great price!”
Tanya Miles, Team Leader
4. Amazing support!
Every Budgetly customer has unlimited free telephone support, 1 to 1 screen share video training email support and live chat support.
“The support is fantastic - nothing is automated. You’re always talking to staff in real time and they help us straight away. The Budgetly support team are friendly, approachable and nothing is ever a problem!”
Tanya Miles, Team Leader
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 Deadly Connections
Deadly Connections is an Aboriginal Community-led, not for profit organisation that breaks the cycles of disadvantage and trauma to directly address the over-representation of Aboriginal people in the child protection and justice system/s.
Their community centred, culturally responsive, holistic programs develop stronger, safer, communities, creating deadly connections and more positive futures, for our communities, families, individuals and kids.
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.