“After seeing what Budgetly could do, we really liked how user-friendly it was! We initially started out with 10 Budgetly cards but quickly realised that we wanted to roll it out to different parts of our business and have since quadrupled our cards.”
Timothy Newsham, Payroll Coordinator
Overview
BET Group Global is a locally owned family business with over 220 staff. As an NDIS provider, the organisation provides housing and support services to its participants.
Participants were given individual bank debit cards to manage their expenses, however this process proved to be complicated due to:
- Card sharing among participants. Bank cards involve lengthy paperwork, which led to several participants needing to share cards - making it a tedious process.
- Time-consuming money transfer. Finance teams had to log into their bank system to transfer money each week manually, which was highly time-consuming.
- Customer management. Due to the manual money-transfer process, participants couldn’t easily access the cash or request a top-up.
- Receipt processing and reconciliation. Finance teams had to collect receipts from individual Supported Independent Living homes and process them against their accounts each month.
Budgetly Solution
Bet Group Global was contacted by Budgetly and signed up shortly after watching a demo. The organisation started with 10 prepaid corporate cards as a trial, adding more cards after seeing how easy Budgetly’s expense management software was to use.
Budgetly’s virtual cards can be used immediately, while the physical cards are shipped out within three business days. This quick process eliminates long wait times for bank credit cards, lengthy paperwork, and tedious card sharing among participants.
With Budgetly’s preloaded debit cards, staff and participants can transact, capture their receipts using a smartphone, and upload them to the app. In addition, transaction details such as vendor names and amounts are automatically recorded and reconciled in the app.
Example of the Budgetly app
Using the Budgetly software, managers and administrators can also see transactions in real time. More importantly, participants can request budget top-ups on the app with quick approvals, so finance teams don’t have to do it through their banks manually.
With the budgeting function, finance teams can also automate budgets by setting them to rollover or reset every fortnight.
Example of Budgetly’s transaction view
Example of Budgetly’s budgeting functionalities
Budgetly also offers the following functionalities to help their expense management process:
- Cancel or freeze cards with a click of a button
- Instantly issue an unlimited number of visa debit cards
- Flag any unnecessary transactions with Budgetly’s real-time view
- Easy receipt-capture
- Automatic reconciliation of each transaction
- Sync all transactions with Xero
- Generate quick and easy transaction reports for audits
Results
- Customer satisfaction - NDIS participants now have more control over their funds with preloaded cards.
“We didn’t want to continuously check our participant's accounts for transactions, and Budgetly has helped us eliminate that. We’re currently operating with one card per participant, which provides a bit more independence and financial accountability.”
Timothy Newsham, Payroll Coordinator
- Time savings - From checking account balances to expense reconciliation, the organisation has optimised time with Budgetly.
“We have saved so much time with Budgetly. Our Managing Director doesn’t have to check account balances on a Sunday, and our Finance Managers don’t have to monitor these balances on a Monday morning. Plus, with Budgetly’s Xero integration, we’re now definitely ahead of our operations cost-wise.”
Timothy Newsham, Payroll Coordinator
- Easy receipt management - Bet Group Global has a smoother process for managing their receipts.
“Previously, our receipts had to be collected from multiple houses across Adelaide, and we’d then process these against each account every month. Budgetly has helped solve this initial problem, and we’ve seen an increase in receipt uploads. If there are any issues, we can also freeze cards directly from the app, which has been really helpful.”
Timothy Newsham, Payroll Coordinator
- Budgetly support and usability - Budgetly’s easy-to-use platform made onboarding easy for the NDIS service provider, with a support team on standby for any additional help.
“Budgetly’s support has been very good! We don’t necessarily need too much support because of the onboarding videos we were given, but it’s great to know that help is there if and when we do need it.”
Timothy Newsham, Payroll Coordinator
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 Bet Group Global
Since 2016, Bet Group Global has provided housing and support services for people living with disability across Australia. As a family-owned business, the company prides itself on delivering inclusive and top-notch care services for its customers. For more information on the company and its services, visit their website.
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.