Case Studies
Delighted Budgetly customers share their simplified business expense management successes!.
Overview
Bennett and Bennett is a Queensland-owned and operated business with over 50 years in the development industry. The company employs over 150 staff to run its day-to-day operations.
Staff used company credit cards to pay for items and services and filled these transaction details into a monthly spreadsheet along with the receipts. However, this method was tedious because of:
- Chasing transaction receipts and information. Staff would submit transactions with missing information, such as amounts and purposes. As such, the Accounts team had to chase multiple staff for missing information each month.
- Card-sharing. Bank credit cards are tedious and time-consuming to apply, so staff would share credit cards with one another. This card-sharing system lacked the efficiency and security needed by the company.
- Manual reconciliation. The Accounts team would spend hours reconciling staff transactions against spreadsheets and credit cards, as well as double-checking transaction details with staff.
- Credit card limitations. Bennett and Bennett needed to reapply for bank credit cards each time they changed or added staff. Furthermore, staff who wanted to cancel or freeze the cards would have to call bank support, which can take a long time.
Budgetly Solution
After booking a demo with the Budgetly team, Bennett and Bennett signed up for 23 preloaded cards. Budgetly’s virtual cards were set up instantly, and physical cards were shipped out within three business days - eliminating paperwork and wait times for bank credit cards.
Additionally, this easy way of applying for unlimited cards stopped the inefficient card-sharing system.
Transacting with Budgetly’s prepaid corporate cards is easy and takes little effort. All card transactions are automatically registered into the app, and staff only need to capture their receipts and upload them after each transaction.
Example of the Budgetly app
Budgetly automatically reconciles all transactions into the app and records all transaction details. Additionally, staff can add notes, tags, and categories for each transaction. This means the Accounts team no longer waste time chasing staff for receipts and verifying transaction details.
Using a dashboard, the Accounts team and managers can view all transactions in real time. They can also free or cancel cards with the click of a button on the app.
Example of Budgetly’s transaction view
With Budgetly, Bennett and Bennett can enjoy the following functionalities to build an efficient expense management process:
- Create flexible budgets and set them to rollover or reset every month
- Set spending limits on staff cards
- Flag any unnecessary transactions with a real-time view
- Sync all transactions with Xero
- Generate easy and quick transaction reports
- Manage funds in a safe and secure manner
- Take control of company expenses and reduce admin time
Results
1. Time Savings - By eliminating receipt-chasing and tedious information checking, Budgetly has saved the company time on excessive administrative work.
“Budgetly has definitely solved our problems. The system is so flexible! Now our staff don’t have to worry about manually filling in spreadsheets, and we’ve saved a lot of time on admin work. Overall, I’d say we’ve saved at least a day a month across our teams.”
Darren Chalmers, Partner / Business Operations Manager
2. Flexible Interface - Budgetly’s easy budget-setting and card management functions have given the company an easier way to control staff spending.
“After we went through the initial demo with the (Budgetly) team, we realised how flexible and easy the interface was - so we signed up. Without Budgetly, we’d have a less efficient and restricted miscellaneous expense management process. ”
Darren Chalmers, Partner / Business Operations Manager
3. Proactive Support - Budgetly’s easy onboarding process made it easy for company staff to adapt to the new system.
“The support has been great and very proactive. We haven’t had to call the Budgetly team for many issues, but everyone that we’ve dealt with has been very helpful. So I’d say Budgetly has very highly rated support.”
Darren Chalmers, Partner / Business Operations Manager
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 Bennett and Bennett
Bennett and Bennett is a multi-disciplinary, privately-owned consultancy company specialising in Surveying, Town Planning, and Spatial services. Founded in 1968 on the Gold Coast, the organisation provides services to a wide range of construction, infrastructure, statutory authority and property development clients throughout the 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.