Overview

At ClubMates, they believe that everyone should have the opportunity to explore the world and create unforgettable memories, regardless of their abilities. That’s why they are dedicated to making travel accessible to all, and they are honoured to have helped countless passengers achieve their NDIS goals and improve their life skills.

ClubMates Travel used a petty cash system prior to Budgetly. Not having a solution like Budgetly came with several challenges:

Challenges

• Risk carrying cash: Carrying and using petty cash wasn’t a great system but ClubMates needed to get funds to staff. They found that it was an OH&S risk given the amount of cash and coins that needed to be carried. The safety and security of their staff and passengers was highly important to ClubMates which is a key reason why they switched to Budgetly.
  

• Chasing receipts: Tracking receipts was totally manual prior to Budgetly. They had no way of easily collecting receipts on staff purchases for both the business and passengers expenses. Trying to track the spending, manually collecting the receipts and then trying to match the receipt to the transaction was time consuming involving multiple staff members.
  
  

• Time consuming, manual processes: Clubmate Travel's biggest issue was not having an end to end solution. It was easy to lose cash and there was limited accountability. Whilst they would try to account for each receipt and then upload them into another system for reconciliation, it was a lot more work using cash, tracking down receipts and then entering the data into their accounting software.
  

Results

1. No more chasing receipts!

The app makes it so easy for ClubMates staff to upload receipts at the point of purchase, and even sends them a notification to do so. The receipt and transaction information is instantly available for the finance team to review, which makes an audit so much easier!

“Budgetly is neat, clean and tidy. It’s really easy to manage for auditors.”

Peter Negri, Director

2. No cash carrying risk

Safety of ClubMate's support staff and passengers is paramount. They looked at travel cards with banks and gift cards, however couldn’t make any of them work for what they were trying to do...Budgetly has solved all of these issues.

“Without Budgetly, we would still have the risk of carrying cash!”

Peter Negri, Director

3. End-to-end expense management

Now, ClubMates can issue cards, set spending rules, instantly top up budgets, track transactions in real-time, and reconcile into their accounting software.

“Budgetly has mitigated a lot of risk and is now a lot easier for our support staff to spend when on trips with our passengers.”

Peter Negri, Director

4. Ten out of ten support :)

Every Budgetly customer has unlimited free telephone support, 1 to 1 screen share video training email support and live chat support.

“The support is fantastic, 10/10. If we need help, we always get it!”

Peter Negri, Director

How ClubMates Travel stopped chasing receipts and made audits easy & efficient!

Budgetly prepaid corporate debit cards are available in physical and digital formats, with virtual cards available instantly upon application. Staff can add Budgetly’s virtual cards to their mobile wallets and use them immediately in any location.

With Budgetly’s preloaded cards, ClubMates Travel support staff can transact, capture their receipts using a smartphone, and upload them to the app. In addition, Budgetly’s expense management software automatically records transaction details such as vendor names and transaction amounts. 
           

Support staff can also add notes to each transaction and assign them under categories and tags set by finance teams. This allows the team to easily filter and view relevant transactions based on tours or expense categories.

Finance teams can allocate budgets for each card and set spending limits to avoid overspending. Additionally, these budgets can be automated to reset or roll over every fortnight. 

Example of Budgetly’s budgeting functionalities

Requesting a money top-up is hassle-free on the app, and finance teams can approve them with a click of a button. In addition, all staff transactions can be viewed on the software, giving administrators more control over company budgets. 

Example of Budgetly’s budgeting functionalities

For more information on Budgetly and how we work for businesses, schedule a demo with us today, or watch a 10-minute recorded demo. 

ClubMates Travel

At ClubMates, they believe that everyone should have the opportunity to explore the world and create unforgettable memories, regardless of their abilities. That’s why they are dedicated to making travel accessible to all, and they are honoured to have helped countless passengers achieve their NDIS goals and improve their life skills.

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.