Stop losing donor dollars to manual expense processes

Not-for-profits often manage multiple funding sources, program budgets, mobile staff, and strict audit and regulatory requirements. Generic spreadsheets or basic tools lack the flexibility, automation, and audit-ready controls required.

With Budgetly you gain:

• Real-time expense tracking and instant visibility into where grant and donor funds are being spent
• Mobile receipt capture, so staff upload receipts at the point of purchase instead of chasing paper at month-end
• Controlled Corporate Cards or Virtual Cards for each program, team, or staff member
• Seamless sync with your ledgers via the Xero Integration, with automatic account code assignment

Wathaurong Aboriginal Co-operative found that “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.”

The best solution for Australian nonprofits should support AUD transactions and GST, handle multiple program budgets and grant-funded cost centres, enable mobile receipt capture for field staff, integrate with Xero, and provide full audit trails for compliance reviews.

Budgetly meets these requirements with a unified platform built for Australia. NFP-specific features include per-program budget controls with automated resets, real-time visibility across multiple locations, and audit-ready reporting. RSPCA Tasmania saved at least five hours per month on receipt chasing alone after switching to Budgetly.

Not-for-profits face regular audits from funding bodies, and missing receipts can mean compliance failures and lost GST rebates. Budgetly creates a complete digital audit trail for every transaction: the card used, the merchant, the amount, the matched receipt, and the program it was allocated to.

As Deborah Jackson from Bawinanga Aboriginal Corporation put it, “The frustration has gone and staff now have accountability to their spending.” One-click reporting means you can generate transaction reports with matched receipts instantly, rather than spending days compiling manual spreadsheets.

Yes. Budgetly lets you create individual budgets for each program, team, location, or grant with automated resets on your preferred schedule (weekly, fortnightly, or monthly). West Midlands Group uses this to track spending against specific projects and funding sources, making audits straightforward.

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 staff in the field.

Getting started is simple:

1. Book a demo with the Budgetly team to see how the solution fits your organisation’s workflows.
2. During onboarding, define your program and team budgets, set spending rules per card, issue physical or virtual cards to staff, enable mobile receipt capture, and connect your Xero account.
3. Once live, staff transact and capture receipts on the spot. Your finance team gets real-time dashboards and spend control across the entire organisation.

Deadly Connections went from a manual reimbursement process to full automation, saving an entire day per month on expense admin.