About Gem Complete Health Services
Gem Complete Health Services provides accredited community nursing care and disability services for its community in NSW. As a registered NDIS service provider, the organisation also offers comprehensive and customised treatment plans to its clients and is a preferred provider by the Department of Veterans Affairs.
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.
Overview
Located in Gregory Hills, NSW, Gem Complete Health Services assists people living with disabilities in a home or a group home setting. Staff and support workers used cash tins to manage expenses and later switched to company credit cards.
However, these methods caused a few limitations to their operations, such as
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Tracking cash and receipts. Each of its supported independent living homes was allocated cash tins, but finance teams had difficulties collecting receipts and would constantly chase staff for receipts. As a result, petty cash would often be used without the appropriate invoices.
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Reconciliation and credit card issues. Finance staff reconciled expenses manually, which was highly time-consuming. Although the company tried solving this issue by going to banks to apply for company credit cards, the application paperwork was a hassle.
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Manual & time-consuming reports. Being in the heavily-regulated NDIS industry, the company needed to save time by generating accessible, automated audit reports. However, this wasn’t possible with petty cash, and finance teams often did reports manually.
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Manual Xero management. Company credit cards did not offer Xero integration, which meant finance teams would spend hours reconciling transactions with the accounting software.
As the accountant for Gem Complete Health Services, Joshua Zigori scouted for an expense management solution and ultimately found Budgetly through Google. The company can now issue multiple cards to staff, minimise time reconciling and chasing receipts, and save at least one full day a month in expense management.
Our Solution
Budgetly’s prepaid corporate cards are issued instantly with minimal paperwork, and physical cards are shipped out within three business days - eliminating lengthy card wait times. Additionally, Gem Complete Health Services can issue as many cards as they want with their Budgetly subscription.
The company saved $200 annually by subscribing to Budgetly’s annual billing cycle and used eight prepaid corporate cards to distribute throughout their houses. Staff would transact, capture their receipts using a smartphone, and upload them to the Budgetly app.
Budgetly’s software automatically records vendor names and transaction amounts, so no manual entry is needed.
Example of the Budgetly app
For finance teams, reconciliation is now simplified, as all transactions are automatically reconciled in the app. Budgetly’s cards have also removed the company’s reliance on cash tins, enabling finance teams to track and control all budgets in real-time.
Example of Budgetly’s transaction view
Reporting is also more straightforward in the Budgetly app, as finance teams can now generate transaction reports with just a click away for audits. Additionally, Budgetly provides the following control measures for the company:
- Sync all transactions with Xero
- Setting budgets to rollover or reset in the next budget cycle
- Easily create and edit budgets by adding or reducing funds
- View individual employee transactions
- Flag any unnecessary transactions immediately
- Cancel or freeze cards with a click of a button
- Instantly issue an unlimited number of visa debit cards
- Set spending limits on staff cards
Example of Budgetly’s budgeting functionalities
Results
For Joshua Zigori, using Budgetly has eliminated one of the biggest challenges of his day - receipt management.
“Without Budgetly, we’d still be wasting time chasing and reconciling receipts. Budgetly has saved at least a whole day a month, so I can focus my time on more important tasks that help provide better care to our participants.”
Joshua Zigori, Accountant
One of the biggest benefits of using Budgetly is efficiency and staff empowerment - as staff have more time to do higher-value tasks.
“While we haven’t necessarily saved money with Budgetly, we’ve saved time. Before this, I was chasing up receipts in my own time, but I can now allocate my time to things that bring in funds for the business. We now issue Budgetly cards to multiple staff members who can access the app and take responsibility for their own receipts and transactions, so it’s definitely solved the problems we were experiencing beforehand.”
Joshua Zigori, Accountant
In addition to the key functions, Joshua can generate reports easily and issue preloaded visa cards without waiting months for the bank.
“Being in such a regulated industry, the risk of being audited is very real. However, Budgetly has solved this for us with its ease of reporting. Being able to issue as many cards as we want without having to deal with bank paperwork has also been fantastic.”
Joshua Zigori, Accountant
In comparison to other service providers, Budgetly’s support has been very helpful, and Joshua has recommended other providers use Budgetly’s expense management solution.
“Outstanding support! Budgetly is really detailed and responsive. While other services only send you to a website to watch videos, the Budgetly team gets straight to the point, which allows us to move on quickly.”
Joshua Zigori, Accountant
For more information on Budgetly and how we work for businesses, schedule a demo with us today, or watch a 10-minute recorded demo.
