Overview
Diamond Care Support Services runs disability support across multiple houses, and the day-to-day spend that kept those houses running had outgrown the process behind it. Shared Commonwealth Bank cards were passing between workers, receipts arrived late or not at all, and every reconciliation was a follow-up exercise.
With Budgetly, Diamond Care Support Services replaced shared cards and manual admin with individual spend controls, receipts captured at the point of purchase, and daily visibility for the bookkeeping team.
Challenges
Before Budgetly, spend management leaned on shared bank cards and after-the-fact paperwork. The biggest challenges were:
- Receipt chasing: Collecting receipts from field staff was consistently difficult, described as “like drawing blood from a stone”.
- Shared card risk and low accountability: Multiple workers could access the same card details, which raised security concerns and made it hard to trace who spent what.
- Manual reconciliation and reimbursements: Staff had to remember paperwork after the fact, which slowed down bookkeeping and generated repeated follow-ups.
What was at stake
Without a better process, two issues compounded over time:
- Admin time kept climbing. More spend across more houses meant more receipts to chase and more transactions to reconcile.
- Higher exposure to errors and fraud risk. Shared card details reduced control and made it harder to prevent problems before they happened.
Why Budgetly
Diamond Care Support Services looked for a solution that matched how the business actually runs, multiple houses with different spend categories, rather than forcing the team into a generic template.
Budgetly stood out for two reasons:
- It fit how the business operates in practice, with budgets and controls that could be shaped around each house and spend type.
- Fast, responsive support from day one. Lauren received a call almost immediately after enquiring and felt confident support would be there whenever it was needed.
The solution
The setup was detailed to start with, but that upfront work let the team tailor Budgetly to their structure rather than adapt around it.
Budgetly helped Diamond Care Support Services:
- Set up budgets, spending controls, and workflows aligned to how the organisation operates, by house and by spend type.
- Assign and manage cards in a way that could evolve as internal processes matured.
- Simplify the workflow for staff: purchase, upload the receipt immediately, and move on.
- Give bookkeeping daily visibility, with receipts attached and transactions syncing into Xero.
Results
1) 5+ hours a week saved on admin
Lauren estimated Budgetly saves the team at least 5+ hours per week in admin and reconciliation time.
“Receipts were the biggest pain point, like drawing blood from a stone.”
— Lauren, Diamond Care Support Services
2) A streamlined workflow for staff, no reimbursements
Staff can complete purchases and upload receipts immediately, without the back-and-forth of reimbursements or remembering paperwork later.
“Our staff like that this process is so streamlined. They do it, upload it straight away, then they can forget about it.”
— Lauren, Diamond Care Support Services
3) Strong support from day one
Support was consistently fast and effective.
“The service was incredible since day one. Everything I’ve ever asked has been solved straight away.”
— Lauren, Diamond Care Support Services