“Without Budgetly, we’d still have the same problems - spending too much time reconciling expenses without the convenience of staff having access to the funds they need, when they need them. We’d also still have to reimburse staff if they spent their own funds, which was painful. Having access to the right amount of money at the right time in different locations has been amazing for the team.
We have achieved greater security of funds, cost savings and a far more convenient way to do things”
John Bibby, Director
Overview
Oassist offers unique holidays, respite, and camps for people with disability, aided by Disability Support Workers. The organisation was managing tour expenses using debit and credit cards under the company Directors’ name. Additionally, they also relied on petty cash and reimbursements in managing expenses.
This combined way of manual expense management brought about a few challenges:
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Company card loss. Staff would lose company cards or forget to return them after their tours, which made it a hassle for the director to cancel or replace cards with the banks.
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Time-consuming reconciliation and reimbursement. The organisation runs around 22 holidays a year, and manually reconciling and reimbursing staff for their expenses took too much time - which could be better spent.
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Lack of fund control and exposure to misuse of funds. Staff were using the company director's personal credit and debit cards with access to larger sums of money. These cards also had no functionalities to limit staff from spending extra amounts. Staff having access to cash also posed a risk.
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Unable to set budgets virtually. The company cards didn’t allow budget owners to top up the cards if needed, which proved an inconvenience when staff went on tours in multiple locations.
John Bibby, Director, Oassist knew he needed a better way to manage expenses. Since implementing Budgetly in 2021, he has eliminated card loss and saved over 100 hours a year with Budgetly. This represents considerable cost savings.
Budgetly Solution
Using Budgetly’s preloaded cards and expense management software, admin staff and disability support workers can transact easily without using the directors’ cards or petty cash. Company administrators are also able to quickly provide access to funds for staff working remotely.
While on tours, company staff can use Budgetly cards to pay, capture their receipts, and upload them to the app. Budgetly records transaction details such as vendor names and spend amounts automatically in the app, saving staff time to do it manually.
Example of the Budgetly app
Additionally, Oassist now has the following control measures on company expenses:
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Cancel or freeze cards with a click of a button
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View each employee's transactions in real-time
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Set spending limits on staff cards
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Flag any unnecessary transactions
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Automatic reconciliation of each transaction
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Instantly issue an unlimited number of visa debit cards
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Sync all transactions with Xero
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Generate easy and quick transaction reports
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Have a system of handling funds that complies with NDIS quality and safeguards audit
Example of Budgetly’s transaction view
In addition to these features, Budgelty has enabled John Bibby to control its company budgets. For example, he can now allocate specific funds to staff going on tours and can change these to reset or roll over every fortnight.
Example of Budgetly’s budgeting functionalities
Results
1. Efficiency - Using Budgetly has given Oassist much better efficiency over his company’s expenses and eliminated a significant headache in expense management.
“We definitely see the value in Budgetly for what we pay, and we have a much better process now! We run 22 holidays a year, and Budgetly has saved me at least 4 hours per trip by not having to reconcile receipts and reimburse staff if they used their own money. That’s at least 100 hours a year, which is incredible.”
John Bibby, Director
2. Cross-function management - Budgetly’s card freezing and cancelling function has certainly helped the company manage its tour guides operating in various locations.
“Losing cards and having to replace them was difficult. But with Budgetly, I can now switch the cards on and off whenever I need to, which gives me much more security. It also restricts staff access to large amounts of money on my cards.”
John Bibby, Director
3. Better expense process - Using Budgetly helps the company build a better expense process by allowing them to react quickly to unexpected scenarios.
“The time I’ve saved is amazing and definitely where I see the value. Budgetly keeps things much tighter in terms of systems, processes, and overall spend control. I can now set budgets for my staff which is very handy for tours and holidays.”
John Bibby, Director
“One of my team was recently in Tasmania and was sorting out some hire cars. There was an issue with how these had been paid for, but my staff member had their Budgetly card with them, so I could quickly top up their budget and fix the problem on the spot. Being in different locations isn’t an issue anymore because we can solve things like this from anywhere!”
John Bibby, Director
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 Wow Tours Pty Ltd
Wow Tours Pty Ltd (trading as Oassist) provides supported local holidays for people with physical and intellectual disabilities, acquired brain injuries, and anyone requiring a travel companion or respite. The organisation is also an NDIS service provider that aims to offer participants better holiday experiences supported by skilled staff.
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.