Before Budgetly, Smartscan Locators’ expense management was time-consuming and inefficient. The team juggled manual reconciliations, missing receipts, and limited oversight — a setup that created unnecessary admin and risk as the business scaled.
Case Studies
Delighted Budgetly customers share their simplified business expense management successes!.
“Staff didn’t like spending their own money and getting reimbursed. We’d also still be struggling with receipts!”
—Grace Homann, Business Manager
Overview
Smartscan Locators, a specialist utility locating business with a small but busy team, was feeling the strain of manual expense management.
Challenges
With just one company card and the rest of the team relying on reimbursements, the process was messy and time-consuming.
Staff disliked spending their own money for business expenses, and tracking receipts became an ongoing frustration. Sub-contractors also found the system confusing, adding extra complexity come tax time.
-
Manual credit card reconciliation, requiring constant chasing of emailed receipts.
-
No real-time visibility, making it difficult to track who was spending and on what.
-
Lost or delayed receipts, resulting in errors or missed claims during BAS.
-
A growing business, where lack of clarity over expenses could lead to costly oversights.
The solution
After exploring several options, Smartscan Locators chose Budgetly for its affordability and simplicity — “It was cheaper and looked a lot easier to use,” recalls Business Manager, Grace Homann.
Once implemented, every team member who needed to spend received their own Budgetly card. Expenses are now tracked in real time, receipts uploaded instantly, and the process became almost entirely automated — removing the need for reimbursements altogether.
The result
With Budgetly, Smartscan Locators has transformed its expense management process.
1. No more reimbursements.
The SmartScan team have peace of mind, knowing they no longer have to use their personal funds for work expenses.
2. Clear accountability and transparency.
Along with the team being able to make work related purchases with autonomy, the finance department also gained full visibility over every transaction.
3. Significant time saved.
Budgetly’s automation saved time across all areas of the business, creating a smoother, faster, and more transparent process that just works.
“Definitely saved time for me and the team — the process is a lot easier for staff given pretty much everything is automated. Great value for money!”
On top of that, Smartscan Locators has been impressed with Budgetly’s customer support, describing it as “10/10 — it’s been great!”
When asked whether they’d recommend Budgetly, Grace’s response was simple: “Absolutely.”
For more information on Budgetly and how we work, schedule a demo with us today, or watch a 10-minute recorded demo.
