Overview

Diamond Care Victoria value each and every individual and deliver the best practice disability care services. Their experienced, skilled and engaged staff have a commitment to real outcomes for people they assist by putting their clients first and enabling their choices.

Diamond Care Victoria have employed a highly skilled, loyal and qualified team, support planners, rostering staff and personal support workers that successfully deliver highly personalised, quality support to people in the community.

Diamond Care Victoria used a staff reimbursement system prior to Budgetly. Not having a solution like Budgetly came with several challenges.

Challenges

• Chasing receipts: Tracking and chasing receipts was a problem with the reimbursements so Diamond Care implemented a receipt capture app to try and solve that problem. Even with the app, receipts were still not being captured and it took them 5-6 hours a week to chase them down. 
  
  

• Staff Experience: Staff reimbursements sometimes took longer than expected to process. It was a combination of chasing receipts, administration time, staff absences etc. This led to a staff experience that was below what Diamond Care wanted to provide. They felt that staff shouldn’t have to spend their own money and wait for the reimbursement. "We’re so happy we found Budgetly when we did!" 
  
  

• Lack of support: Diamond Care tried to move their company away from staff reimbursements but the app they original tried was cumbersome and didn’t work all that well. Plus the support was not there if they needed help. 

Results

1. No more chasing receipts!

The Budgetly app makes it so easy for staff to upload receipts at the point of purchase. The app even sends them a notification to prompt them. The receipt and transaction information is then instantly available for the finance team to review. This is a big difference from the previous app that Diamond Care tried which barely worked.

“Budgetly’s saved us a couple of hours per week as we’re no longer chasing invoices/receipts or doing unnecessary admin”

Saron Aregay, Admin

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 for Diamond Care now.

“We felt staff shouldn’t have to spend their own money on business expenses. Implementing Budgetly has been great for our staff satisfaction score.”

Saron Aregay, Admin

3. End-to-end expense management

Now, Diamond Care can issue cards, set spending rules, instantly top up budgets, track transactions in real-time, and reconcile into our accounting software.

“Budgetly has saved us a lot of time. It works in the background with the only need for the occasional top up to keep it running. Compared to how things used to be, the time saved is considerable.”

Saron Aregay, Admin

4. Huge improvement on support :)

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

“9/10! Support is always ready to help and has made things a lot easier.  Whenever I have an issue, Budgetly has time to work through it with me!”

Saron Aregay, Admin

How Diamond Care saved 5-6 hours a week on 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, Diamond Care Victoria 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. 

Diamond Care Victoria

Diamond Care Victoria value each and every individual and deliver the best practice disability care services. Their experienced, skilled and engaged staff have a commitment to real outcomes for people they assist by putting their clients first and enabling their choices.

Diamond Care Victoria have employed a highly skilled, loyal and qualified team, support planners, rostering staff and personal support workers that successfully deliver highly personalised, quality support to people in the community. 

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.