Overview

Glenhaven Family Care, a Christian-based community organisation established in 1959, provides preventative family support services and supports vulnerable and at-risk children.

They offer a range of services to families in need in the North and North West of Tasmania. Their knowledgeable staff engage with families in a client-focused and family-centered manner to build resilience and strength.

Prior to implementing Budgetly, Glenhaven Family Care used to have a petty cash system that came with several challenges:

• Chase receipts: Using a petty cash system, hard copy receipts were hung onto, handed to the managers, and then handed into head office at the end of the month. There were always missing or delayed receipts and quite a lengthy process to try and track them down.
  
  

• Extensive admin:  There were records of the petty cash for each house that needed to be edited every time an expense occurred. The staff needed to record the money needed, the money spent, the new balance recorded, and the receipt stored. Then all of this data needed to be manually transferred to head office to record for bookkeeping purposes.
  
  

• Lack of visibility: Visibility only occurred after the end of month period. We didn’t know of the purchases happening or the balance of the house budget until after the month was over.
  
  

Results

1. Admin Time Greatly Reduced!

No more manual record-keeping as we had with the petty cash system. Glenhaven Family Care now has real-time visibility on transactions as they’re happening and receipts are available online at the click of a button. It’s even made it far easier for auditors.

"There’s still time taken for admin but it’s now far more convenient in general!"

Rodney O'Rourke, Finance Manager

2. Complete spend control

Setting rules within our Budgets for the houses in Budgetly now allows us much more control over spending. We are also able to top up budgets instantly and we have a real-time view of how we’re tracking against budget limits.

"Being able to top up budgets and have a digital record of everything has definitely helped solve a number of problems."

Rodney O'Rourke, Finance Manager

3. Less time chasing receipts

Far less time wasted manually chasing receipts, manually entering data for our bookkeeping process, and month end. The app makes it so easy for them to take a photo at the point of purchase.

"Our process is now a lot more efficient."

Rodney O'Rourke, Finance 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.

"It’s been great so far. Really easy to get hold of someone when we need help. Quick and efficient!"

Rodney O'Rourke, Finance Manager

How Glenhaven Family Care improved efficiencies using Budgetly's prepaid corporate cards

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, Glenhaven Family Care 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 transactions and adding receipts in 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 the Budgetly’s transactions view in the app

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 the Budgetly’s budgeting view

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 transaction view

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 Lead Your Life

Glenhaven Family Care is a Christian-based community organisation that commenced operation in 1959 with the establishment of an Approved Children’s Home in the Ulverstone area.

Glenhaven Family Care has proven experience in developing and providing preventative family support services and a wealth of experience supporting families where children are vulnerable and at risk.  

Across the North and North West of Tasmania, they provide a range of services to families experiencing difficulties.  Their staff have a well-developed understanding of the social, economic and political factors of family breakdown and difficulties and are equipped with the knowledge and skills to engage with families and support them in a client-focused and family centered manner to build family resilience and strength.

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.