Overview

Vital Care Disability is an enthusiastic, innovative, and passionate organisation that puts the needs and wants of their participants first. They provide NDIS and Supported Independent Living Services. 

Prior to Budgetly, Vital Care Disability was using a company credit card and Australia Post cards within the SIL houses, that would be topped up as required. However, this came with several challenges.

Challenges

• Lack of transaction visibility: Vital Care Disability's previous process posed challenges in managing and tracking funds efficiently. Receipts were frequently misplaced, and even when available, the time spent scanning them added to the administrative burden.
  
  

• Delayed access to funds: Despite the ability to top up Australia Post cards, the process was not instantaneous, resulting in delays in fund availability. As a result, employees often had to use personal funds and submit expense reports for reimbursement, further increasing administrative workload.
  
  

• Manual reconciliation process: In addition to the time spent by staff on administrative tasks, considerable effort was dedicated to manually entering transactions into Xero, the accounting software that Vital Care Disability uses.

Results

1. No more missing receipts!

Budgetly’s easy-to-use mobile app allows receipts to be captured at the point of purchase and cut the time spent by the Vital Care Disability team scanning them or chasing them when they weren’t provided.

“We especially love the process of uploading receipts where no more collecting and no more scanning is needed. This means no more lost receipts.”

Aisling Waters, Service Delivery Manager

2. Real-time visibility on all transactions

Before Budgetly, the Vital Care Disability team found it was difficult to know exactly what everyone was spending, at what time, and on what items. Now, they have a live feed of all transactions including when the money was spent, by whom, and on what. There’s also the receipt attached which means they can easily see proof of the purchase. 

“We can now monitor the number of takeaway meals our participants are eating which has a positive effect on their health.”

Aisling Waters, Service Delivery Manager

3. One-click integration into Xero

All of the information tracked with Budgetly’s real-time transaction feed is easily synced to Xero, including the receipt, the account code, and the Xero tracking category. Vital Care Disability can easily send all this transaction detail to Xero with one click. 

“Budgetly certainly has solved our expense management issues.”

Aisling Waters, Service Delivery Manager

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 excellent."

Aisling Waters, Service Delivery Manager

How Vital Care Disability stopped chasing receipts and found a unique insight into their participants.

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, Vital Care Disability 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. 

This provided a unique insight for the Vital Care Disability team as they could now see how often their participants were ordering takeaway food, which has had a positive effect on managing their nutrition and health.
           

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. 

Vital Care Accommodation and Respite

Vital Care Accommodation and Respite (trading as Vital Disability Group) is an enthusiastic, innovative, and passionate organisation that puts the needs and wants of their participants first. They aim to assist their participants to live a healthy lifestyle in our bespoke homes. Ultra-modern appliances and individualised rooms give their participants limitless opportunities to do what they want when they want without compromising their privacy. They provide NDIS and Supported Independent Living Services

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.