“Budgetly automatically assigns categories for Xero, which is amazing. It has definitely solved some of our reconciliation problems, and I’ve already recommended Budgetly to other service providers like ours!”
Kia Chatfield, Finance Manager
Overview
Koiop Connect is a registered NDIS service provider offering disability support services across the Hunter and Western Regions in NSW. The organisation used company debit cards from a local bank to manage expenses, which were registered under their managers' names.
- Missing receipts. Managers would have to submit the physical receipt to finance team members, which was often missing or misplaced.
- Manual reconciliation. Finance teams would then have to manually reconcile each transaction against their records.
- Integration with accounting systems. All transactions had to be manually assigned to Xero, the company’s accounting system.
- Expense visibility. The bank debit cards didn’t provide much visibility on staff expenses.
Budgetly Solution
Budgetly was recommended to Koiop Connect through an external third party, and the company signed up after booking a demo with the team. With Budgetly’s app and expense management software, staff can now pay using their Budgetly cards, capture their receipts on a smartphone, and upload them to the app.
Example of the Budgetly app
In addition, all transaction details, such as vendor names and item amounts, are automatically recorded in the app. Expenses are also automatically reconciled, eliminating manual work for staff and finance teams.
Example of the Budgetly app
Budgetly’s expense management software allows managers and administrators to see transactions in real-time, giving them greater visibility and control over staff spending. Additionally, all transactions can be seamlessly integrated with Xero.
Example of Budgetly’s transaction view
With Budgetly, finance teams can also have the following expense management functionalities to help them manage company funds:
- Cancel or freeze cards with a click of a button
- Set fortnightly budgets to rollover or reset on each budget cycle
- Instantly issue an unlimited number of visa debit cards
- Flag any unnecessary transactions with Budgetly’s real-time view
- Generate easy and quick transaction reports for audits
Results
1. No more chasing receipts. Koiop Connect can now reduce the number of missing receipts with Budgetly’s easy receipt capture.
“The biggest issue for us was constantly having to chase receipts because they would often go missing or wouldn’t be submitted on time. Now we can upload receipts at the time of purchase, which is a massive help for us. We’ve easily saved a full day each week on this, and we now use Budgetly on all our Supported Independent Living homes across the Hunter, Western and Northern Regions.”
Kia Chatfield, Finance Manager
2. Xero Integration. Budgetly’s Xero integration has helped the company reconcile their expenses with the accounting software in minutes.
“Previously, our managers would have to submit the physical receipts to the finance team and then manually reconcile them into Xero. We were wasting time and couldn’t focus on more important things in the business. But now, Budgetly allows us to automatically assign categories into Xero at a click of a button.
Kia Chatfield, Finance Manager
3. Excellent customer support. Budgetly’s ongoing support ensures that the company has dedicated Australian-based support for any queries.
“Budgetly’s support is 10/10! They were really helpful, especially at the start when we were still learning the system. We use Budgetly’s card for each of our support homes and have saved so much time because of it.”
Kia Chatfield, Finance Manager
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 Koiop Connect
Koiop Connect is a disability support service for Aboriginal and Torres Strait Islander people in the Hunter and Western regions. The NDIS service provider offers culturally respectful support services such as supported independent living, short-term accommodation, and group social activities.
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.