“Budgetly expense management solution is so much more than just giving my staff a card. It’s about utilising the back-end platform to create a smoother expense process for my staff, which many banks don’t provide with their debit or credit cards.”
, Greg Hill, Parish Director.
Overview
Hotham Mission is a faith-based, non-profit organisation providing educational support, food relief and other general support to families in North Melbourne and surrounding areas. To manage expenses, staff used a combination of reimbursements and a bank debit card, which was challenging because:
- Missing receipts. Staff often lost their receipts - making it hard for finance teams to chase these receipts and reconcile expenses.
- Lack of control. The lack of functionality from the bank card made it difficult for finance teams to track and control staff expenses.
- Lack of cards for staff. The difficulty in applying for bank cards meant that staff often had to share one bank card.
- Staff inconvenience. Staff would pay for items with their own money first, which proved inconvenient.
Budgetly Solution
Budgetly supplied its prepaid corporate cards to Hotham Misson, which are available in physical and digital formats. Budgetly’s virtual cards were set up instantly upon application, and the physical cards were shipped out within three business days.
This quick process eliminates long wait times for bank credit cards and lengthy paperwork. Using the Budgetly cards, staff can now easily transact, capture their receipts using a smartphone, and upload them to the app. In addition, Budgetly automatically records vendor names and transaction amounts, saving staff and finance teams time and paperwork.
!!For finance teams and administrators, Budgetly’s software gives them much more control and flexibility over the organisation’s expenses. For example, all staff transactions can be viewed on the software along with receipts, and Budgetly’s real-time view allows finance teams to monitor and flag any unexpected transactions.
!Example of Budgetly’s transaction view
!Example of Budgetly’s real-time employee spending view
Hotham Mission can also leverage the following expense management functionalities to create a better expense management process:
- Cancel or freeze cards with a click of a button
- Quickly request funds and top-up cards
- 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 reimbursements. Staff no longer need to use their own money, and finance teams can eliminate tedious reimbursements.
“Our previous expense process was highly manual. Staff were paying for things, and we had to reimburse them afterwards. We didn’t want our staff to spend their money, so Budgetly has solved our problems. The whole process is now much more efficient and easier to manage.
Greg Hill, Parish Director.
2. Improved control. Budgetly has provided Hotham Mission with infinitely more control over staff spending and organisation budgeting.
“After last year’s audit, we wanted to focus on getting more control over our expense and claims process. Without Budgetly, we’d still have this lack of control. Although we’ve saved a couple of days a month with Budgetly, the real value has been in tightening and improving our processes.”
, Greg Hill, Parish Director.
3. Flexible for remote staff. Staff who are travelling on remote projects can now use Budgetly’s cards to transact and request additional money easily.
“Our previous card provider was limited on how we could manage our expenses for people in different locations. However, most of our staff are out running programs, and Budgetly allows us to provide them with cards and access funds when needed. Plus, we can see all these transactions occurring in real-time.”
, Greg Hill, Parish Director.
4**. Better receipt management.** Thanks to Budgetly’s easy receipt-capture feature, finance teams no longer have to manage missing receipts.
“Chasing staff for receipts was a hassle, so being able to see which staff have uploaded receipts in real-time has made it a lot easier. Currently, our finance teams only chase receipts when required, which has saved us a lot of time. The whole process is an absolute breeze!”
, Greg Hill, Parish Director.
5. GST claims. Hotham Mission can also claim GST rebates easily with Budgetly’s intuitive expense categorisation.
“The cost of using Budgetly each month is definitely worth the value we’re getting. We weren’t claiming GST before using Budgelty, but this is now a lot easier with Budgetly’s expense categorisation and reports. So we’re definitely saving there.”
, Greg Hill, Parish Director.
About Hotham Mission
Hotham Mission is a faith-based, non-profit organisation that provides educational support, food relief and other general support to young people and their families. Located in North Melbourne, the organisation’s assistance is targeted, compassionate, and delivered through strength-based, community collaboration.
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.
