National Disability Provider erases theft risk and petty cash chaos

Overview

National Disability Provider Pty Ltd replaced their high-risk manual cash handling and petty cash system with Budgetly, eliminating the risk of theft and gaining total financial transparency. With over 100 employees, the organisation now manages staff spending through controlled prepaid cards, ensuring client funds are protected and administrative tasks are streamlined.

Challenges

Before switching to Budgetly, National Disability Provider relied on a "petty cash tin" and manual money-handling sheets to manage staff spending. This physical cash system created significant operational and security vulnerabilities.

The manual process led to critical issues:

• Security & theft: The business faced constant issues with misplaced cash, false entries, and actual theft.
• Financial leakage: Missing funds often included client money, which the business was forced to replace out of its own pocket.
• Administrative burden: Tracking a running balance sheet for 100+ employees was incredibly time-consuming and prone to human error.
• Resource gaps: Staff frequently encountered "not enough cash" situations, hindering their ability to provide immediate support to clients.

“Sometimes it was client money that went missing, which meant we had to replace it ourselves. If we didn’t fix the problem, the business would have continued to lose money.”

 — Garry Dahliwal, Operations Manager

Solution

Having used Budgetly in a previous role, Garry knew the platform could solve their visibility and security problems. The organisation transitioned from physical cash to Budgetly’s prepaid card solution, prioritising ease of use for their large workforce.

With Budgetly, every staff member now has access to an individual card with pre-set limits. Instead of balancing a tin, the finance team can now:

• Set real-time guardrails: Allocate specific funds to cards and adjust limits instantly.
• Capture data digitally: Transactions are recorded automatically, removing the need for manual balance sheets.
• Monitor spend remotely: Admins have full transparency over where and when money is spent across the entire organisation.

“We decided to go with Budgetly because of how easy the platform is to use.”

Results

1. Zero cash handling and eliminated theft

By removing the petty cash tin, the organisation has completely mitigated the risk of stolen or misplaced funds. The shift has protected both the business's bottom line and the clients' personal money.

2. Significant time savings

The finance team no longer spends hours reconciling manual entries or investigating "false entries" on paper sheets.

“From a numbers and finance point of view, it’s been a huge time-saver.”

3. High staff and admin satisfaction

The transition improved the daily experience for both the field staff and the office team. Staff no longer have to worry about cash availability, and admins have instant access to the data they need.

“Staff and admins like Budgetly. It saves you time with all aspects of the process.”

4. Exceptional support

Budgetly’s proactive customer service ensured the organisation was supported throughout the implementation phase and beyond.

“The support so far has been fantastic.”

National Disability Provider now operates with the financial governance required for a large-scale disability service, ensuring every dollar is accounted for and client trust is maintained.

For more information on Budgetly and how we work for businesses, schedule a demo with us today, or watch a 10-minute recorded demo.