Overview

The West Midlands Group is a Not-for-Profit organisation founded by local farmers in the Dandaragan region of Western Australia, to ensure that there was timely and relevant information to support their members economic, environmental, and social sustainability.  

West Midlands Group used a debit card system prior to implementing Budgetly. Not having a solution like Budgetly came with several challenges:

Challenges

• Unsatisfactory amount of risk: Before using Budgetly, employees would be issued a debit card that was attached to the company's main bank account. This carried a significant amount of risk with both overspending and potential for fraudulent activity.  
  
  

• Time, time, time: In order to issue a debit card for a new employee, WMG had to fill out authorising paperwork from the bank as well as obtain the board's signatures. Employees then had to hand the receipt in manually to the administration officer. The time it took to get an employee access to a card as well as chase receipts was a major headache. Some employees even started and finished working with WMG before the card from the bank arrived!
  
  

• Budgets vs actuals: With debit cards being issued to the employee that had access to the main account, there were no further controls we could put on spending. As a NFP it is important that WMG accounts for every transaction as they allocate these purchases in accordance with the projects that they run. They are regularly audited and without a real time view of transactions, they were only able to react rather than proactively solve spending headaches.

Results

1. Risk exposure greatly reduced!

WMG can allocate Budgets with spending rules which allows them to proactively code onto the cards (with one click) what their staff can and can’t spend. Should a card be compromised, there’s far less risk than their old process as there is no potential to access company funds. 

“It is easy to issue cards to employees and keep your main company account safe!”

Michelle Johnson, Administrative Officer

2. Time saving for staff

Staff are happy because they don’t have to spend their time coding expenses manually or handing in receipts. Office and board staff are happy because issuing cards for new staff members is now an instant process. West Midlands Group staff can focus more of their time on serving the community.

“It was hard for employees to complete their tasks as they were without a card to pay for work items for a significant amount of time [previously]. That has been solved with Budgetly.”

Michelle Johnson, Administrative Officer

3. Real-time transactions recorded against budgets

WMG can issue cards, set spending rules, instantly top up budgets, track transactions in real-time, and reconcile into their accounting software. They can see what all staff are spending, on what and where all in real time. Everything is available at the click of a button which makes audits easier now too.

“With the features in the app to keep a record of receipts and with the new features that are implemented regularly, it makes for a better financial solution.”

Michelle Johnson, Administrative 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. 

“I speak with our Budgetly account manager monthly. They call to check how everything is going and if we need any assistance.”

Michelle Johnson, Administrative Officer

How West Midlands Group saved time, reduced risk and gained complete visibility by implementing Budgetly

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, West Midlands Group 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. 
 

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.

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. 

Example of Budgetly’s budgeting functionalities

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. 

Example of Budgetly’s budgeting functionalities

For more information on Budgetly and how we work for businesses, schedule a demo with us today, or watch a 10-minute recorded demo. 

The West Midlands Group

The West Midlands Group is a Not-for-Profit organisation founded by local farmers in the region to ensure that there was timely and relevant information to support their members economic, environmental, and social sustainability.  

The WMG is based in Dandaragan, approximately two hours North of Perth, Western Australia. Their members are predominantly located in this region, although their broader industry-based activities mean that they have many members from other regions with shared values as the WMG community.

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.