“If we hadn’t implemented Budgetly, we’d still be chasing receipts!”
Megan Rodger, Project Officer
Overview
Since 1878, RSPCA Tasmania has been at the forefront of protecting animals from cruelty and neglect. Their dedicated staff and volunteers provide sanctuary, veterinary care, and investigate animal cruelty complaints. From mice to ferrets, cats and dogs, horses and cattle, RSPCA Tasmania is committed to caring for and protecting animals in need.
RSPCA Tasmania used multiple company credit cards prior to implementing Budgetly. Most of the purchases came from these credit cards and whilst the purchases themselves weren’t problematic, the rest of the corporate expense process was.
Not having a solution like Budgetly came with several challenges:
Challenges-
Chasing receipts: Staff had to give receipts to the Finance team, who would reconcile them with the credit card statements at the end of the month. Missing receipts required time-consuming efforts to identify the staff member responsible and request the receipt.
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Manual data entry: Linked to the above headache, the finance team manually matched transactions to receipts and then applied account coding and tracking categories in Xero, which was a time-consuming process.
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No end-to-end system: Issuing cards, receipt capture, real-time visibility on transactions, and one-click reconciliation into Xero were all the parts of the expense process that we were managing manually. Now with Budgetly, this is all wrapped up with an easier, end-to-end process.
Results
1. No more chasing receipts!
The app allows staff to easily upload receipts at the point of purchase, even sending notifications to prompt them. The finance team can instantly review the receipt and transaction information.
"We’ve saved at least five hours per month by no longer having to chase receipts"
Megan Rodger, Project Officer
2. No more manual data entry
No more time is wasted on manual entry of transactions or matching receipts. Transaction data and receipts are automatically matched and sent to Xero with one click.
"With staff being able to upload receipts straight from the app as they make purchases, it made the whole process a lot easier."
Megan Rodger, Project Officer
3. Complete end-to-end expense management
RSPCA Tasmania can issue cards, set spending rules, instantly top up budgets, track transactions in real-time, and send all the info to Xero by clicking one button.
"Without Budgetly, our Finance team would still be frustrated and staff could have lost privileges to the cards they were using."
Megan Rodger, Project Officer
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.
"The support is super amazing! The help videos that Eloise created for us have been fantastic, we feel empowered and can quickly refer back to these if we need to!"
Megan Rodger, Project Officer
How Budgetly created an end-to-end system that allowed RSPCA Tasmania to save 5+ hours a month.
Budgetly offers prepaid corporate debit cards, including instant virtual cards, that can be easily added to staff members' mobile wallets. This allows for instant transactions from anywhere.
With Budgetly's preloaded cards, RSPCA Tasmania staff can conveniently make purchases and capture receipts using their smartphones. The Budgetly app automatically records important transaction details, such as vendor names and amounts spent, enhancing efficiency.
Example of transactions and adding receipts in the Budgetly app
Staff can add notes and assign categories and tags to transactions for easy filtering and viewing based on project or location.
Example of the Budgetly’s transactions view in the app
Finance teams can allocate budgets and automate spending limits to avoid overspending, with the option to reset or roll over every fortnight.
Example of the Budgetly’s budgeting view
Requesting a top-up is easy on the app, and finance teams can quickly approve them in the click of a button. Staff transactions can be viewed on the software, giving administrators better budget control.
Example of Budgetly’s transaction view
Budgetly offers additional expense management functionalities: |
Issue unlimited Visa debit cards instantly
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Flag unnecessary transactions in real-time
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Eliminate lost receipts & receipt-chasing |
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Automatically reconcile transactions
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Sync all transactions with Xero |
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Fast transaction reports for audits |
Cancel or freeze cards in one-click |
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 RSPCA Tasmania
For decades, RSPCA Tasmania has offered sanctuary to animals in need, provided veterinary care to the sick and injured, and investigated animal cruelty complaints.
In that time hundreds of thousands of animals, and their owners, have benefited from their commitment to the prevention of animal cruelty. Since 1878, the RSPCA Tasmania Board, Inspectors, and staff have been at the frontline, protecting animals against cruelty and neglect.
Every year, their staff and volunteers go above and beyond to care for and protect animals in need. From mice to ferrets, to cats and dogs, horses and cattle, RSPCA Tasmania will always be there.
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.