“Budgetly has saved us huge amounts of time and money.”
India Robertson, Office Manager
Overview
Hard Surface Cleaners are a nationwide, Australian-owned company offering a full range of commercial pressure cleaning and soft washing services.
Their highly trained pressure washer surface cleaners take pride in their work. HSC delivers only the highest-quality, most cost-effective, and environmentally friendly cleaning services to all customers.
Prior to Budgetly, to manage expenses, HSC Facility Services used an employee reimbursement system. To avoid employees being out of pocket, HSC Facility Services would advance cash to employees but this in itself brought about even more problems when that exact amount of money advanced was not accounted for. Trying to solve the problem of missing receipts and therefore a lengthy reimbursement process, HSC Facility Services implemented an app to capture receipts but this did not solve the underlying problems.
The challenges with the process before Budgetly included:
- Time spent attempting to process reimbursements: Expense reports had to be processed using an app prior to Budgetly which took time away from the fieldworkers. These expense reports then had to be transferred over to Xero which took even more time away from our office staff.
- Difficulty accounting for all funds and matching expenses: HSC Facility Services care deeply about their employees and didn’t want them to be out of pocket for on-the-job expenses. But, by advancing cash to the staff to ensure they weren’t out of pocket, new challenges arose specifically with tracking every dollar and corresponding receipt. This process needed to be improved.
- Missing funds: With no automated way of tracking what funds were used for work expenses and therefore needed to be processed as a reimbursement vs funds that were used for non-work-related expenses, funds were subsequently unaccounted for. This is when we realised they needed a better way.
- Time spent reconciling in Xero: Even after all the time spent chasing receipts as well as expense reports, the reconciliation process into Xero was still very time-consuming and manual.
Budgetly Solution
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, HSC Facility Services 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. No more manually tracking where funds are spent!
Example of the Budgetly app
Staff can also add notes to each transaction and assign them under categories and tags set by finance teams. These categories and tags allow automated matching of costs to account codes, projects, and job numbers. This allows the team to easily filter and view relevant transactions based on project or location.
Example of the Budgetly’s transactions view in the app
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 the Budgetly’s budgeting view
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 transaction view
Budgetly also provides the following expense management functionalities to staff:
- 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
- Eliminate receipt-chasing
- Automatic reconciliation of each transaction
- Sync all transactions with Xero
- Generate easy and quick transaction reports for audits
Results
1. No more expense reports!
Budgetly’s easy-to-use software is a significant improvement from the previous administration-heavy way of doing things.
“Our Administration employee is utilising Budgetly and it has reduced her workload by a day and a half per week.”
India Roberson, Office Manager
With 40 employees out and about, Budgetly’s receipt capture at the point of purchase has made it so much easier on everyone.
“With the time saved, we feel like we have so much time back.”
India Roberson, Office Manager
3. Easy to get started
Budgetly’s onboarding and support team are readily available by phone or email. This ensures that all queries are dealt with as quickly as possible.
“We looked at another provider to try and solve the above issues but weren’t too keen on their per-transaction pricing. After finding the Budgetly website and a quick demo, it was a simple decision to roll out Budgetly.”
India Roberson, Office 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 HSC Facility Services Group Australia
Hard Surface Cleaners are a nationwide, Australian-owned company offering a full range of commercial pressure cleaning and soft washing services. Their highly trained pressure washer surface cleaners take pride in their work. HSC delivers only the highest-quality, most cost-effective, and environmentally friendly cleaning services to all customers.
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.