“I’d definitely recommend Budgetly to other companies. Without Budgetly, it would have been very difficult to improve our reconciliation process. We’d still be doing the same manual process, spending a lot of time reconciling and manually reporting.”
Channy Chen, Finance Officer
Overview
Marymead is a not-for-profit organisation providing family support services to children, young people, and their families.
The organisation managed expenses using business prepaid cards to run day-to-day community support programs. However, the prepaid cards' limited features resulted in the following complications:
-
No receipt uploads on the app or software. This meant manual admin, receipt-chasing and lost receipts.
-
Limited functionality for staff - No card balance tracking
-
Missing transactions during reporting
-
Manual reconciliation - Chasing staff transactions was time-consuming and tedious.
Budgetly Solution
Marymead was introduced to Budgetly by an existing customer and subscribed to the annual plan, which saves them $120 a year. All staff now use Budgetly’s prepaid corporate cards to pay for company expenses, which are available in physical visa cards and digital e-wallet formats.
Using Budgetly cards, company staff transact, capture their receipts on a smartphone, and upload them to the Budgetly app. All transaction records and details, such as vendor names and transaction amounts, are automatically recorded.
Example of the Budgetly app
Additionally, staff can add notes and assign transactions to categories and tags - making it easier for administrators to organise spending. Staff can also view their card balances and request a top-up directly on the app.
Example of the Budgetly app
More importantly, Marymead’s finance teams now view all transactions in real time, create separate budgets for each staff or team and set spending limits on each staff card. This significantly reduces time spent chasing receipts and double-checking transaction information.
In addition, Marymead’s finance staff can also leverage on the following Budgetly features:
-
Cancel or freeze cards with a click of a button
-
Instantly issue an unlimited number of visa debit cards
-
Flag any unnecessary transactions with Budgetly’s real-time view
-
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 Missing Transactions - With Bugetly’s transaction view, easy receipt uploads, and real-time features, Marrymead no longer have to chase staff for information. Now, finance teams can view and record all expenses on time each month.
“Waiting for transactions to settle each month was hard because we had to do monthly transaction reports. With Budgetly, this doesn’t matter because all transactions are visible in real time. As a result, we saved at least a day a month for just the finance team - not including the rest of our teams!”
Channy Chen, Finance Officer
2. Additional Features - Budgetly’s intuitive app and software are not only easy to use, they provide more features for finance teams and staff.
“We liked how easy it (Budgetly) looked to use and loved that users could download the app and upload the receipts instantly. The extra visibility we had from real-time reporting was also a huge plus.”
Channy Chen, Finance Officer
3. Time savings. While previously, finance teams and staff spent time double-checking expenses, all transactions are now clear with Budgetly.
“While Budgetly hasn’t necessarily saved us money, it has saved a lot of time, which is where the value is. We now have a lot more visibility over the whole expense management process.”
Channy Chen, Finance Officer
4. Professional support. Budgetly’s proactive onboarding process ensured that staff were provided with relevant training on how to use Budgetly’s solution. The company also received dedicated customer support when they needed it.
“Budgetly’s support is always very professional and flexible. The support team has continued to provide ongoing training and personalised videos, which have been fantastic for us.”
Channy Chen, Finance Officer
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 Marymead
Marymead is a not-for-profit organisation delivering high quality family support services to children, young people and their families since 1967. Servicing the ACT and southern and western regional areas of NSW, their array of programs and services include child and family counselling, early intervention programs, and person-centred support services for people under the National Disability Insurance Scheme (NDIS)
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.