Stop losing project margins to untracked site expenses
Architecture firms waste hours every week on reimbursements, shared bank cards, and manual reconciliation across projects. Budgetly gives every team member their own Visa debit card, captures receipts at the point of purchase, and syncs to Xero automatically.
Get your firm off shared cards in 14 days →
Australia's favourite.
99% of businesses stick with Budgetly.
Replace shared bank cards, reimbursements, and project-cost guesswork.
Architecture firms run on project margins. Every expense should attribute to the right client and project phase. Generic tools and shared corporate cards make that impossible — until you reconstruct it from receipts at month-end.
The old way
- Shared bank cards with no project attribution
- Designers paying for site travel and supplies out of pocket
- Receipts lost between site visits and the studio
- Project margin invisible until month-end reconciliation
- Per-phase budgets in spreadsheets, outdated immediately
- Multi-project cost reporting requires manual work
With Budgetly
- Every designer, project manager, and site team gets their own Visa debit card
- Cards issued in seconds for contract designers
- Receipts captured at the merchant, not chased at month-end
- Per-project and per-phase budgets with real-time tracking
- Tag every transaction to the right project, phase, or client
- Live project margin across every engagement
- APRA-regulated
- Data stays in Australia
- 2FA + SSL encryption
- AWS Sydney ISO 27001 infrastructure
- Live status
Built for the way architecture firms actually work
From site visits to project cost tracking, Budgetly handles the spending workflows your designers and project managers deal with every day.
Replace shared bank cards with controlled cards per project.
Issue physical or virtual Visa debit cards to every designer, project manager, or site team in seconds. No more shared bank cards, petty cash, or weeks of bank paperwork. Each card has its own budget, its own rules, and its own audit trail.
- Per-project, per-phase, or per-designer budgets
- Block ATM withdrawals, alcohol, and out-of-policy merchants
- One-tap freeze when contract designers finish
- Issue cards to contractors in 30 seconds
- Cards work anywhere Visa is accepted across Australia
Sophie Williams
James Bennett
Hannah BellDesigners capture receipts the moment they spend. No chasing.
Designers snap a photo of the receipt at Officeworks or the supplier on the Budgetly mobile app. The system matches it to the transaction, extracts GST, and tags the right project and phase. Your finance team stops chasing paper receipts at month-end.
- Receipts captured at the register on mobile, not weeks later
- Automatic matching to the right transaction
- GST extraction so no rebate is missed
- Tag transactions by project, phase, or client
- Real-time alerts when a receipt is missing on a transaction
Surry Hills NSW
Officeworks Surry Hills
$284.00
Set a budget per project. The system enforces it.
Set per-project, per-phase, or per-client budgets. The card declines automatically when the budget is exhausted. Principals and project managers see the live balance across every project in one dashboard.
- Per-project, per-phase, or per-client budgets
- Automatic resets on your preferred cycle
- Live balance visible to designers on mobile
- Hard stops when the budget runs out — no surprises
- Centralised dashboard across every project
Officeworks · Sophie Williams
$284.00Project audits and BAS prep stop being a fire drill.
Architecture firms face regular project audits and BAS lodgements. Missing receipts mean lost GST rebates and audit risk. Budgetly creates a complete digital audit trail for every transaction — card, merchant, amount, matched receipt, project, and approver — and syncs to Xero with automatic account coding.
- Digital audit trail for every transaction, end to end
- Automatic GST extraction from every captured receipt
- One-click reports for any period, project, or phase
- Two-way Xero sync with no double-entry
- Tag transactions by project, phase, or client
Officeworks Surry Hills
$284.00
What architecture firms gain when they switch to Budgetly
Real outcomes from Australian architecture firms running project spend on Budgetly.
Control without slowing designers down
Finance sets the rules once. The system enforces them every time. Designers stay billable. Both are true at the same time.
- Card on day one, no waiting for bank approvals
- Snap a receipt at Officeworks or the merchant and you're done
- Never out of pocket for project supplies again
- Real-time project budget visible on mobile
- Tag transactions by project in two taps
- Live project margin across every engagement
- Audit-ready always, with full digital trail per transaction
- Project audit reports in one click for any period or project
- Two-way Xero sync, no manual reconciliation
- Stop chasing designers for last week's receipts
- Own the budget for your project without finance gatekeeping
- See per-designer and per-project margin in real time
- Approve out-of-policy purchases from your phone
- Freeze a card instantly when a contractor finishes
- Tag transactions by client for clean billing
Trusted by teams across Australia
Read verified reviews ➜Awards and recognition
Customer stories
Bennett and Bennett Erase Spreadsheets and Saves a Day in Admin
Read how Bennett and Bennett removed spreadsheets from their expense management system and saved one day in admin.
Hunt & Dixon Surveys save six hours a week with Budgetly
Hunt & Dixon Surveys used debit cards from the bank and a fuel card system prior to Budgetly which came with several …
How Site Sentry Australia cuts admin time by consolidating 3 processes into 1 with Budgetly
See how Site Sentry Australia cuts admin time by consolidating 3 processes into 1 with Budgetly. Read more.
Easy Insulation Saves up to 6 Hours a Week With Budgetly
Read how Easy Insulation saved up to 6 hours a week in business expense management with Budgetly
Frequently asked questions
What is expense management software for architecture firms?
How do I track project profitability in real time?
Can I issue cards to contract designers?
How does Budgetly help with project audits?
How quickly can we get started?
How much does Budgetly cost for architecture firms?
Built for the audit and project compliance rules architecture firms can't afford to fail
Project audit-readiness only works if every rule, every receipt, and every approval is enforced and logged by infrastructure you can trust.
Per-project policy enforced at the card network
Budget, supplier, category, and country rules are evaluated at the Visa network layer. Out-of-policy spend declines at the terminal — not in a project audit next month.
Full digital audit trail per transaction
Card used, merchant, amount, matched receipt, GST, project, and approver — timestamped and attributable. Export the full audit trail for any period, project, or phase in one click.
Approval chains, not approval in name only
Multi-step approvals, escalation rules, and amount thresholds are enforced. No one person can create, approve, and execute a high-value transaction alone.
Role-based access for designers, principals, and finance
Designers, principals, finance, and admins see only what their role requires. Role changes and permission updates are audit-logged.
APRA-regulated operator
Budgetly is APRA-regulated for its own financial activities. Card issuance and payments run through regulated banking partners on the Visa network.
Data hosted in Australia
Budget, transaction, and rule data are stored in AWS Sydney — ISO 27001, 27017, and 27018 certified infrastructure. Nothing leaves the country.
Get your firm off shared bank cards in 14 days
See how architecture firms like Bennett and Bennett save a full day of admin every month and see live project margin per engagement.