“Now that we have a system that works for us, staff are actually happy to use it!”
Yohanand Kumaran, CFO
Overview
Wathaurong Aboriginal Co-operative was first formed by community in 1978 and established as a registered organisation in 1980 to provide culturally appropriate programs, support and services for all Aboriginal and Torres Strait Islander people living in Wathaurong, Gulidjan and Gadabanud country, within the wider Geelong, Bellarine and Colac regions. They are focused on building and maintaining Strong Community, Strong Culture, and Strong Country.
Wathaurong Aboriginal Co-operative used debit cards from CBA and had tried another expense management system prior to implementing Budgetly. Not having a solution as comprehensive and automated as Budgetly came with several challenges:
- Chasing receipts: Using CBA cards meant it was difficult for the team to collect receipts. Wathaurong Aboriginal Co-operative tried moving to Weel which was better for receipts but they still had a lot of trouble with the virtual cards not working.
- Lack of spend control: With the CBA cards, spending was out of control. Wathaurong Aboriginal Co-operative had no ability to code rules onto the cards. They tried moving to Weel to help solve this, but again with the virtual cards being unreliable at times.
- Lack of support: When you need help, calling a big bank is never a great experience! Wathaurong Aboriginal Co-operative found that Weel had some support but with the cards not always working, an email or filling out a form for someone to call back wasn't efficient.
How Wathaurong Aboriginal Co-operative streamlined their expense management and prevented more admin headaches!
Budgetly prepaid corporate debit cards are available in physical and digital formats, with virtual cards available instantly upon application. Staff can add Budgetly’s virtual cards to their mobile wallets and use them immediately in any location.
With Budgetly’s preloaded cards, Wathaurong Aboriginal Co-operative staff can transact, capture their receipts using a smartphone, and upload them to the app. In addition, Budgetly’s expense management software automatically records transaction details such as vendor names and transaction amounts.
Example of the Budgetly app
Staff can also add notes to each transaction and assign them under categories and tags set by finance teams. This allows the team to easily filter and view relevant transactions based on project or location.
Example of Budgetly’s transaction view
Example of Budgetly’s real-time employee spending view
Finance teams can allocate budgets for each card and set spending limits to avoid overspending. Additionally, these budgets can be automated to reset or roll over every fortnight.
Requesting a money top-up is hassle-free on the app, and finance teams can approve them with a click of a button. In addition, all staff transactions can be viewed on the software, giving administrators more control over company budgets.
This easy process significantly reduces time, and finance teams can also leverage the following expense management functionalities:
- Cancel or freeze cards with a click of a button
- Instantly issue an unlimited number of Visa debit cards
- 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 chasing receipts.
The app makes it so easy for staff to upload receipts at the point of purchase and even sends a notification. It solved all the previous problems that Wathaurong Aboriginal Co-operative had with CBA cards.
“Being able to upload receipts directly into Budgetly has also been amazing as it’s easier to reconcile our transactions”
Yohanand Kumaran, CFO
2. Spend control and physical cards.
Wathaurong Aboriginal Co-operative used Weel for a while, however they had some issues with the digital cards not working. Budgetly solved this with the ability to issue physical cards.
“Now that we have a system that works for us, staff are actually happy to use it.”
Yohanand Kumaran, CFO
3. Complete end-to-end expense management.
Wathaurong Aboriginal Co-operative can issue cards, set spending rules, instantly top up budgets, track transactions in real-time, and reconcile into their accounting software.
“Now that we have a system that’s streamlined and works well, we’re able to spend more on what our funding is intended for.”
Yohanand Kumaran, CFO
4. Much better support!
Every Budgetly customer has unlimited free telephone support, 1 to 1 screen share video training email support and live chat support.
“10/10 support! It’s great!”
Yohanand Kumaran, CFO
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 Wathaurong Aboriginal Co-operative
Wathaurong Aboriginal Co-operative was first formed by community in 1978 and established as a registered organisation in 1980 to provide culturally appropriate programs, support and services for all Aboriginal and Torres Strait Islander people living an Wathaurong, Gulidjan and Gadabanud country, within the wider Geelong, Bellarine and Colac regions.
Wathaurong Aboriginal Co-operative are focused on building and maintaining Strong Community, Strong Culture, and Strong Country.
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.