“Budgetly has solved all of the previous financial control issues!”
Melody Kelleher, Admin Assistant
Overview
In4Care are "participant focused", treating all participants in their care with dignity and respect and involving them in all decisions about their health and well-being.
They have an experienced team who go over and beyond to ensure that their participants are actively involved in their own care. Their ultimate goal is for their participants to be motivated, happy and healthy.
In4Care used petty cash and a staff reimbursement system prior to Budgetly. Not having a solution like Budgetly came with several challenges:
- Issuing cards: In order to get funds into the hands of staff and houses, In4Care would have to distribute cash or staff would need to spend their own money and be reimbursed. It wasn’t easy to obtain cards in order for funds to be spent correctly.
- Chasing receipts: Tracking receipts was a nightmare. In4Care had no way of easily collecting receipts on staff purchases for the business. Trying to track the spending, then manually collecting the receipts and then trying to match the receipt to the transaction took a lot of time involving multiple staff members.
- Time consuming manual process: In4Care's biggest issue was not having an end to end process. They spent a lot of time attempting to keep track of cards, tracking down receipts and then needing to enter the data and receipts into their accounting software.
How In4Care saved hours every week with Budgetly's instantly issued cards & efficient receipt tracking.
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, In4Care 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.
Example of the Budgetly app
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 project or location.
Example of Budgetly’s transaction view
Example of Budgetly’s real-time employee spending view
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.
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.
This easy process significantly reduces time, and finance teams can also leverage the following expense management functionalities:
- Cancel or freeze cards with a click of a button
- Instantly issue an unlimited number of Visa debit cards
- Set budgets to rollover or reset every fortnight
- Automatic reconciliation of each transaction
- Sync all transactions with Xero
- Generate easy and quick transaction reports for audits
Results
1. No more chasing receipts.
The app makes it so easy for staff to upload receipts at the point of purchase, and even prompts them with a notification. The receipt and transaction information is then instantly available for the In4Care finance team to review.
“Using Budgetly means both time and money has been saved. The old way of chasing receipts took a lot of time to follow up. We no longer have to do this because of Budgetly.”
Melody Kelleher, Admin Assistant
2. No more manual reimbursements!
In4Care no longer have to ask staff to make purchases from their own money and therefore do not have to spend time processing reimbursements. It’s been a great time saver.
“We now have complete control of funds being spent!”
Melody Kelleher, Admin Assistant
3. Complete end-to-end expense management.
In4Care can issue cards, set spending rules, instantly top up budgets, track transactions in real-time, and reconcile into our accounting software.
“Budgetly has solved all of the previous financial control issues.”
Melody Kelleher, Admin Assistant
4. Quality support!
Every Budgetly customer has unlimited free telephone support, 1 to 1 screen share video training email support and live chat support.
“Issues are resolved quickly by knowledgeable staff plus there’s always someone to call!”
Melody Kelleher, Admin Assistant
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 In4Care
At In4Care, they are “Participant Focused.” They treat all participants in our care with dignity and respect and involve them in all decisions about their health and well-being. They have an experienced team who go over and beyond to ensure that you are actively involved in your own care. Their aim is for you to be motivated, happy and healthy.
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.