Stop chasing receipts across your SIL homes
NDIS providers waste hours every week on petty cash, manual reconciliation, and lost receipts. Budgetly gives every house its own card, captures receipts at the point of purchase, and syncs to Xero automatically.
Get your houses off petty cash in 14 days ➜
Australia's favourite.
Trusted by organisations managing distributed teams and multiple budgets.
Built for every corner of the NDIS
Whether you run SIL homes, coordinate supports, or manage plans, the spending pain is the same: petty cash, lost receipts, and zero visibility until month-end. Here's how providers like you use Budgetly.
Your house managers are still reconciling petty cash from last fortnight
Issue a Visa debit card to every SIL home. Support workers buy groceries, pharmacy items, and community outing supplies on the spot. Receipts are captured at point of purchase, budgets reset fortnightly, and your finance team sees every transaction in real time.
Respite stays end, but the card keeps working until someone remembers to cancel it
Issue a virtual card for each STA stay with a budget that expires when the stay does. Set it to cover accommodation, meals, and activities for the exact duration. If something goes wrong mid-stay, freeze the card instantly. Every dollar is tagged by participant and location before the stay is over.
Your coordinators expense client purchases on personal cards and claim weeks later
Give every support coordinator a pre-approved card with per-participant spending limits. Client-specific purchases are tracked automatically, so coordinators spend less time on paperwork and more time with participants.
Reconciling shared expenses across funding lines shouldn't take days
Tag every transaction by participant, funding category, or support item. Custom approval workflows route spend to the right approver, and one-click exports give you clean data for NDIA claiming and accounting.
Built for the way NDIS providers actually work
From SIL homes to community participation, Budgetly handles the spending workflows your support workers and finance team deal with every day.
A card for every house
Issue physical or virtual cards to each SIL home, support worker, or participant. No more shared bank cards, petty cash, or gift vouchers.
Receipts captured at point of purchase
Support workers snap receipts on the mobile app the moment they spend. No more chasing paper receipts at month-end.
Real-time visibility across every location
See who spent what, where, and when across all your houses and programs. Spot overspending before it becomes a problem.
Audit-ready reporting in one click
Generate transaction reports with matched receipts for NDIS audits instantly. No more manual spreadsheets or missing documentation.
Every week on petty cash costs your finance team 10+ hours they won't get back
NDIS providers managing multiple SIL homes, support workers, and participant budgets need real-time visibility, not month-end surprises. Every unmatched receipt is a lost GST deduction and a compliance risk your auditor will find. Budgetly replaces petty cash and manual processes with controlled cards, instant receipt capture, and one-click reporting. Sunnyday Carers saved 15 hours a week across 40+ group homes after switching.
Get your houses off petty cash in 14 days ➜Replace petty cash with controlled cards
BB Disability & Health Services saved 10+ hours a week by replacing petty cash with Budgetly cards across their supported accommodation homes. Each house now has its own card, staff shop in-store for discounts, and the finance team gets instant visibility.
Get your houses off petty cash in 14 days ➜
Eliminate overspending across houses
Set fortnightly budgets for each SIL home with automated resets and rollovers. Sunnyday Carers manages 40+ group homes this way, saving 15 hours a week and avoiding the need to hire additional staff.
Replace shared cards with individual spend controls ➜
Stay audit-ready without the admin
Gem Complete Health Services went from manual audit reports to instant compliance. Every transaction has a matched receipt, and one-click reporting means you are always prepared for NDIS Quality and Safeguards Commission reviews.
See how it works in 10 minutes ➜
Trusted by NDIS providers across Australia
Trusted by teams across Australia
Read verified reviews ➜Awards and recognition
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Case Studies
How Astute Living Care replaced post office cards and scaled spend management with Budgetly
Discover how Astute Living Care replaced post office cards with Budgetly, saving time on manual card loading and scaling …
How BB Disability & Health saved lots of time by replacing petty cash with Budgetly
Discover how BB Disability & Health saved lots of time by replacing petty cash and shared accounts with Budgetly. Read …
National Disability Provider erases theft risk and petty cash chaos
National Disability Provider eliminated theft risk and petty cash chaos by switching to Budgetly, gaining total …
Most companies still manage spending the hard way.
Finance teams are expected to control spending, but the tools they use were never built for it. Staff share corporate cards, receipts arrive weeks late, reimbursements are manual, budgets live in spreadsheets, and bookkeepers reconstruct reality after transactions occur.
Modern companies manage spending before it happens.
Instead of reacting to expenses after the fact, finance teams now control spending at the moment it occurs. Budgetly enables this shift. Spending rules, budgets, cards, and expense capture operate inside a single platform, giving finance teams live visibility and control.
Frequently asked questions
What is expense management software for NDIS providers?
Why should NDIS providers use specialised expense management software instead of generic spreadsheets or tools?
NDIS providers deal with multiple house budgets, participant-specific funding rules, mobile support workers, and strict NDIS Quality and Safeguards Commission audit requirements. Generic spreadsheets or basic expense tools typically lack budget allocation by SIL home or service type, mobile receipt capture, card controls aligned with NDIS funding rules, real-time visibility of spend, and integration with accounting platforms like Xero.
With Budgetly you gain:
- Real-time expense tracking and visibility into where funds are being spent in each supported house or program
- Mobile receipt capture, so support workers upload receipts at the point of purchase instead of chasing paper at month-end
- Controlled Corporate Cards or Virtual Cards for each house, worker, or participant
- Seamless sync with your ledgers via the Xero Integration, with automatic account code assignment
Koiop Connect saved a full day per week on reconciliation alone after switching from manual bank card processes to Budgetly across all their SIL homes.
What is the best expense management software for Australian NDIS providers?
The best solution for NDIS service providers should support AUD transactions and GST, handle house-level and participant-specific budget allocation, enable mobile receipt capture in SIL homes and field sites, integrate with Xero, and provide full audit trails for NDIS compliance reviews.
Budgetly meets these requirements with a unified platform built for Australia. NDIS-specific features include per-house budget controls with automated fortnightly resets, real-time visibility across multiple locations, and audit-ready reporting. Orion Care saved 20 hours per week on reconciliation after switching from staff reimbursements to Budgetly.
How does Budgetly help with NDIS audits and compliance?
NDIS providers face regular audits from the NDIS Quality and Safeguards Commission, and missing receipts can mean lost GST rebates and compliance failures. Budgetly creates a complete digital audit trail for every transaction: the card used, the merchant, the amount, the matched receipt, and the budget it was allocated to.
As Joshua Zigori from Gem Complete Health Services put it, “Being in such a regulated industry, the risk of being audited is very real. However, Budgetly has solved this for us with its ease of reporting.” One-click reporting means you can generate transaction reports with matched receipts instantly, rather than spending days compiling manual spreadsheets.
Can I set separate budgets for each SIL home?
Yes. Budgetly lets you create individual budgets for each SIL home, group home, or program with automated resets on your preferred schedule (weekly, fortnightly, or monthly). Sunnyday Carers manages 40+ group homes this way, with flexible budgets that reset fortnightly and roll over unused funds where needed.
You can also set spending rules per card, restricting categories (for example, no cash withdrawals or ATM access) and setting daily or transaction limits. This gives finance teams control without slowing down support workers in the field.
How much does expense management software for NDIS providers cost?
How to get started with Budgetly for your NDIS organisation?
Getting started is simple:
- Book a demo with the Budgetly team to see how the solution fits your service model.
- During onboarding, define your house and program budgets, set spending rules per card, issue physical or virtual cards to staff and SIL homes, enable mobile receipt capture, and connect your Xero account.
- Once live, support workers transact and capture receipts on the spot. Your finance team gets real-time dashboards and spend control across the entire organisation.
Lead Your Life went from a single debit card bottleneck to issuing cards in four clicks, saving two hours per day on expense admin.
Get your SIL homes off petty cash in 14 days
See how NDIS providers like Sunnyday Carers saved 15 hours a week.
Watch the 10-minute demo ➜