Case Studies
Delighted Budgetly customers share their simplified business expense management successes!.
Overview
Queensland-based development consultancy Bennett and Bennett replaced their manual credit card and spreadsheet system with Budgetly, gaining real-time control over company spending and saving a full day of admin each month. With instant card setup, flexible budgets, and automated reconciliation, the team has completely eliminated tedious expense tracking and receipt chasing.
Challenges
Bennett and Bennett relied on company credit cards and spreadsheets to manage staff expenses. Staff logged transactions manually, uploaded receipts, and submitted reports to the Accounts team at month-end.
This created major challenges:
-
Chasing missing receipts: Staff often submitted incomplete transaction details, leaving Accounts to follow up every month.
-
Card sharing: To avoid tedious bank applications, staff shared company cards — creating inefficiencies and security risks.
-
Manual reconciliation: Hours were spent matching transactions in spreadsheets and verifying details with staff.
-
Limited control: Cancelling or adding cards meant calling the bank and waiting days for updates.
“Staff would submit transactions with missing information, like amounts or purposes. Our Accounts team had to chase multiple people each month for receipts and details.”
— Darren Chalmers, Partner / Business Operations Manager
Solution
After booking a demo, Bennett and Bennett introduced 23 Budgetly prepaid cards to replace the old credit card system. Virtual cards were activated instantly, and physical cards arrived within days — eliminating paperwork and wait times.
“After the demo, we realised how flexible and easy the interface was — so we signed up,” says Darren.
“Without Budgetly, we’d have a much less efficient expense process.”
With Budgetly, all card transactions automatically appear in the app. Staff simply capture and upload receipts, while Accounts can see every transaction in real time. Managers can set spending limits, create monthly budgets, or freeze cards instantly — all from one dashboard.
Budgetly also integrates directly with Xero, meaning reconciliation is automated and seamless.
Results
1. A full day of admin saved each month
By removing manual processes and receipt chasing, Bennett and Bennett has saved significant admin time.
“Budgetly has definitely solved our problems. Now our staff don’t have to manually fill in spreadsheets, and we’ve saved at least a day a month across our teams.”
2. Total visibility and control
Budgetly’s easy-to-use interface allows the team to track spending, set limits, and flag issues instantly.
“The system is so flexible — it’s made managing expenses so much easier for both staff and the Accounts team.”
3. Proactive onboarding and support
From setup to daily use, the transition to Budgetly was seamless.
“The support has been great and very proactive. Everyone we’ve dealt with has been very helpful. I’d rate Budgetly’s support very highly.”
Bennett and Bennett now manages company spending efficiently and securely, with complete control and real-time visibility — all without the manual admin burden of spreadsheets and shared cards.
For more information on Budgetly and how we work for businesses, schedule a demo with us today, or watch a 10-minute recorded demo.
