Stop chasing receipts across your campuses and faculties
Schools and education providers waste hours every week on reimbursements, shared credit cards, and manual reconciliation across faculties. Budgetly gives every department its own Visa debit card, captures receipts at the point of purchase, and syncs to Xero automatically.
Get your campuses off shared cards in 14 days →
Australia's favourite.
99% of businesses stick with Budgetly.
Replace shared credit cards, teacher reimbursements, and faculty-by-faculty reconciliation.
Schools and education providers manage spending across faculties, departments, excursions, and casual staff. Generic expense tools weren't built for this. Shared credit cards and reimbursements pull teachers away from teaching and finance away from strategy.
The old way
- Teachers paying for classroom supplies out of pocket and waiting weeks
- Shared credit cards with no faculty attribution
- Bank cards taking weeks to issue for casual or relief staff
- Excursion expenses tracked in spreadsheets or paper forms
- Faculty budgets invisible until month-end statements arrive
- Audit-ready reporting taking days of manual spreadsheet work
With Budgetly
- Every faculty, department, and excursion gets its own Visa debit card
- Cards issued in seconds for casual and relief staff
- Receipts captured at the register, not chased at month-end
- Per-faculty and per-excursion budgets enforced in real time
- Live visibility across every campus and department
- Audit-ready records for school board reviews in one click
- APRA-regulated
- Data stays in Australia
- 2FA + SSL encryption
- AWS Sydney ISO 27001 infrastructure
- Live status
Built for the way schools actually work
From classroom supplies to excursion budgets, Budgetly handles the spending workflows your teachers and finance team deal with every day.
Replace shared credit cards with controlled cards per faculty.
Issue physical or virtual Visa debit cards to each faculty, department, teacher, or excursion in seconds. No more shared credit cards, petty cash, or weeks of bank paperwork. Each card has its own budget, its own rules, and its own audit trail.
- Per-faculty, per-department, or per-excursion budgets
- Block ATM withdrawals, alcohol, and out-of-policy merchants
- One-tap freeze when an excursion ends or a contract finishes
- Issue cards to casual or relief staff in 30 seconds
- Cards work anywhere Visa is accepted across Australia
Sarah Mitchell
James O'Brien
Hannah BellTeachers capture receipts the moment they spend. No reimbursement claims.
Teachers snap a photo of the receipt at Officeworks or the supplier on the Budgetly mobile app. The system matches it to the transaction, extracts GST, and tags the right faculty. Your finance team stops processing reimbursement claims at month-end.
- Receipts captured at the register on mobile, not weeks later
- Automatic matching to the right transaction
- GST extraction so no rebate is missed
- Tag transactions by faculty, term, or excursion
- Real-time alerts when a receipt is missing on a transaction
Chatswood NSW
Officeworks Chatswood
$400.00
Set a budget per excursion or faculty. The system enforces it.
Set per-excursion, per-faculty, or per-term budgets. The card declines automatically when the budget is exhausted. Bursars and finance officers see the live balance across every faculty in one dashboard. No more waiting for the statement to know who overspent.
- Per-faculty, per-department, or per-excursion budgets
- Automatic resets on your preferred cycle
- Live balance visible to teachers on mobile
- Hard stops when the budget runs out — no surprises
- Centralised dashboard across every campus and faculty
Woolworths · James O'Brien
$187.40School board reviews and BAS prep stop being a fire drill.
Schools face regular board reviews and BAS lodgements. Missing receipts mean lost GST rebates and audit risk. Budgetly creates a complete digital audit trail for every transaction — card, merchant, amount, matched receipt, faculty, and approver — and syncs to Xero with automatic account coding.
- Digital audit trail for every transaction, end to end
- Automatic GST extraction from every captured receipt
- One-click reports for any period, faculty, or excursion
- Two-way Xero sync with no double-entry
- Tag transactions by faculty, term, or excursion
Officeworks Chatswood
$400.00
What schools and education providers gain when they switch to Budgetly
Real outcomes from Australian schools and education providers running faculty spend on Budgetly.
Control without slowing teachers down
Finance sets the rules once. The system enforces them every time. Teachers focus on teaching. Both are true at the same time.
- Card on day one, no bank paperwork or reimbursement claims
- Snap a receipt at Officeworks and you're done
- Never out of pocket for classroom supplies again
- Real-time faculty budget visible on mobile
- More time on teaching, less time on admin
- Live visibility across every faculty, no month-end surprises
- Audit-ready always, with full digital trail per transaction
- Board reports and BAS lodgements in one click
- Two-way Xero sync, no manual reconciliation
- Stop processing reimbursement claims for $20 stationery runs
- Own the budget for your faculty without finance gatekeeping
- See spend across your team in real time
- Approve out-of-policy purchases from your phone
- Freeze a card instantly when an excursion ends
- Tag transactions by term or excursion for clean reporting
Trusted by teams across Australia
Read verified reviews ➜Awards and recognition
Customer stories
Faith Christian School Saves One Week per Month on Admin
How Faith Christian School saved one week per month in receipt management with Budgetly
Teach For Australia cuts expense management time in half
Read how Teach For Australia Cuts Expense Management Time in Half with Budgetly
Aurora Southern Highlands Steiner School Saves 4 Hours a Week With Budgetly
Read how Aurora Southern Highlands Steiner School saves up to 4 hours a week on expense management with Budgetly.
Lighthouse Christian School saves time & stops overspending with Budgetly
'We've saved so much time and money with Budgetly, which we can put to use in other areas of the business.' Natasha …
Frequently asked questions
What is expense management software for schools?
Can I issue cards for excursions and casual staff?
How does Budgetly help with school board and BAS audits?
Can I set separate budgets for each faculty or term?
How quickly can we get started?
How much does Budgetly cost for schools?
Will our teachers actually use it?
Built for the audit and compliance rules schools can't afford to fail
Board readiness only works if every rule, every receipt, and every approval is enforced and logged by infrastructure you can trust.
Per-faculty policy enforced at the card network
Budget, supplier, category, and country rules are evaluated at the Visa network layer. Out-of-policy spend declines at the terminal — not in a board report next term.
Full digital audit trail per transaction
Card used, merchant, amount, matched receipt, GST, faculty, and approver — timestamped and attributable. Export the full audit trail for any period, faculty, or excursion in one click.
Approval chains, not approval in name only
Multi-step approvals, escalation rules, and amount thresholds are enforced. No one person can create, approve, and execute a high-value transaction alone.
Role-based access for teachers, faculty heads, and finance
Teachers, faculty heads, finance, and admins see only what their role requires. Role changes and permission updates are audit-logged.
APRA-regulated operator
Budgetly is APRA-regulated for its own financial activities. Card issuance and payments run through regulated banking partners on the Visa network.
Data hosted in Australia
Budget, transaction, and rule data are stored in AWS Sydney — ISO 27001, 27017, and 27018 certified infrastructure. Nothing leaves the country.
Get your campuses off shared cards in 14 days
See how schools like Faith Christian School save a week of admin every month and stay board-ready by default.