Teach For Australia cuts expense management time in half

Overview

Teach For Australia is a non-profit education provider that focuses on breaking the cycle of educational inequity across Australia. The organisation works by placing teachers across regions and schools that need them the most and supporting these teachers through TFA’s Leadership Development Program. 

To manage expenses, staff would use company credit cards to manage transactions.

This came with several challenges:

• Remote staff budget top-up: The company has staff working across Australia, and they couldn’t top-up the credit cards efficiently when needed. 
• Poor software from bank credit cards: Although staff could upload receipts, the bank software was slow and rigid, with multiple approval and submission layers. 
• Managing multiple cards across programs and states: Bank credit cards had to be issued under individual names, so administrators needed to create and manage multiple cards for each project in various states.  
• Time spent managing cards and software: Managing multiple cards and the slow software meant longer waiting times and lengthier processes for finance teams and teachers.
  
  

Budgetly Solution

Budgetly prepaid corporate debit cards are available in physical and digital formats, with virtual cards available instantly upon application. Staff can add Budgetly’s virtual cards to their mobile wallets and use them immediately in any location. 

With Budgetly’s preloaded cards, Teach For Australia staff can transact, capture their receipts using a smartphone, and upload them to the app. In addition, Budgetly’s expense management software automatically records transaction details such as vendor names and transaction amounts.

Staff can also add notes to each transaction and assign them under categories and tags set by finance teams. This allows the team to easily filter and view relevant transactions based on project or location.

Finance teams can allocate budgets for each card and set spending limits to avoid overspending. Additionally, these budgets can be automated to reset or roll over every fortnight. 

Example of Budgetly’s budgeting functionalities

Requesting a money top-up is hassle-free on the app, and finance teams can approve them with a click of a button. In addition, all staff transactions can be viewed on the software, giving administrators more control over company budgets. 

Example of Budgetly’s transactions view

Budgetly also provides the following expense management functionalities to staff:

• Cancel or freeze cards with a click of a button
• Instantly issue an unlimited number of Visa debit cards
• Flag any unnecessary transactions with Budgetly’s real-time view
• Eliminate receipt-chasing
• Automatic reconciliation of each transaction 
• Sync all transactions with Xero
• Generate easy and quick transaction reports for audits 

Results

“Our biggest challenge was the time it took to work with our previous expense management platform, as it was so clunky that even logging in to the platform took a long time! Budgetly is much easier to implement and more flexible than our previous card system. I’d say we’ve comfortably halved the time spent on our overall expense management process across the business.”

Shae Glue, Accounts Payable & Administration. 

“Our staff are often on the road and may not always know if and when they’ll need additional funds. But it’s very efficient to manage this with Budgetly because top-ups are so simple to do! It’s great that the app has the top-up option at a click of a button, so we now use multiple cards across different programs in different states.”

Shae Glue, Accounts Payable & Administration. 

“We were spending too much time managing our expense process with far less flexibility, so the value with Budgetly is really in the amount of time we’ve saved. For example, our staff can now easily upload receipts from any device, and administrators can manage transactions at any time instead of waiting until the end of the month - which is a huge time saver.”

Shae Glue, Accounts Payable & Administration.

“We really liked the support we’re receiving, and it’s a really big deal for us because our previous card provider essentially gave us nothing. For me as an Administrator, having that phone call with Budgetly and getting a solution on the same day means I can keep things moving and answer staff quickly.”

Shae Glue, Accounts Payable & Administration.

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

About Teach For Australia

Teach For Australia is an organisation dedicated to breaking the cycle of educational inequity for students across Australia. Through its Leadership Development and Future Leaders Programs, the organisation places teachers in schools serving low socioeconomic communities. 

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.