Case Studies
Delighted Budgetly customers share their simplified business expense management successes!.
“We can track spend in real time and our staff can upload receipts immediately—this has saved a ton of time.”
Chris O'Neill, Chief Executive Officer
Overview
Ascent Group is the NDIS provider of choice in the New England region, with over 60 years of experience supporting adults and young people with disability. With a dedicated team of 164 employees, Ascent delivers a wide range of person-centred services to the community. As the organisation grew, managing day-to-day expenses became increasingly difficult. Relying on petty cash and shared bank cards made it nearly impossible to track spending accurately, ensure compliance, or reduce the administrative workload for the finance team.
Challenges
- Poor visibility over spend, with no way to track who was using funds or for what purpose.
- Chasing physical receipts, often resulting in delays, missing documentation, and time-consuming follow-ups.
- High admin workload, with weekly reconciliations and manual tracking of cash and card use.
- No real-time data, making budget management and reporting reactive instead of informed.
The Solution
"Budgetly was easy to use, quick to implement, and fixed the exact problems we were facing."
After learning about Budgetly through their former CEO—who’d seen it succeed at other organisations—Ascent Group chose to make the switch. Now, each staff member has access to their own Budgetly card, and finance has full visibility into where, when, and how money is spent. Staff can upload receipts on the spot, and spend data flows in real time, removing the need for manual registers or paper trails.
The Result
1. Saved 5 hours per week in admin time
Automated tracking and real-time data flow have freed up the finance team to focus on higher-value work.
“Budgetly has saved us at least 5 hours a week—chasing receipts is no longer part of our weekly routine."
— Chris O'Neill, Chief Executive Officer
2. Gained real-time visibility across all spending
Leadership and finance can now see spending as it happens, instead of waiting for monthly reports.
“We know exactly what’s being spent, when, and by whom—it’s made a huge difference in how we manage budgets.”
— Chris O'Neill, Chief Executive Officer
3. Reduced financial risk and manual errors
No more paper-based receipt trails or confusion about who spent what—everything is logged and assigned.
“Petty cash and shared cards made it too easy for things to fall through the cracks. That’s no longer the case.”
— Chris O'Neill, Chief Executive Officer
4. Fast and supportive onboarding
From setup to support, Budgetly was easy to roll out across the organisation.
“10/10 support—the team has been fantastic whenever we’ve needed help.”
— Chris O'Neill, Chief Executive Officer
Budgetly has given Ascent Group the tools they needed to save time, gain control, and manage their growing team’s expenses with confidence. Real-time visibility, simplified processes, and an intuitive platform now empower finance and department leads to make informed decisions—without the delays and risk of their previous systems.
Chris says: "Budgetly was exactly what we needed. It’s helped us save time and stay on top of spending without the admin headache."
For more information on Budgetly and how we work for the NDIS industry, schedule a demo with us today, or watch a 10-minute recorded demo.
