Smarter AI-driven expense management software for Childcare providers

Name: Budgetly
Brand: Budgetly
SKU: Budgetly
Rating: 5 (126 reviews)

Control budgets, track expenses, and pay bills — faster, safer, and stress-free for every centre.

10 min demo ➜

Industry approved and trusted by Australian Childcare centres

Eliminate financial stress with smart spend management

Budgetly helps Childcare centres reduce admin, control operational expenses, and manage resources with accuracy and confidence - ensuring that every dollar is wisely allocated to support children and staff.

10 min demo ➜

Real-time tracking

See spending as it happens, across all centre locations. Make instant decisions with live expense data and clear financial insights.

AI-driven automation

Automate budgets, approvals, supplier payments, and spending rules—from nappies and craft supplies to food orders and maintenance.

Automated receipts & GST

Childcare workers can snap receipts on the go. Budgetly auto-matches them, extracts GST, and saves hours.

Save 90% per bill

Turn Accounts Payable into autopilot. Capture bills easily, reconcile in one click, and sync straight with Xero.

Trusted by Childcare providers Australia wide

1.2BN+

yearly
total payments

150K+

monthly
transactions

15K+ users

saving time
and money

80% less time

spent on expense
management

90% better

customer service
than competitors

Delighted customers using Budgetly

See more 5-star reviews

The support we've received has been great and we're saving a significant amount of time by not having to chase staff/centres for receipts etc.

Jacqueline Chuang, Accountant Aspire Early Education

Significantly streamlined expense management. Uploading receipts helps the finance team with reconciliations.

Josie Wu Thrive Group Tasmania Inc

Great for solving petty cash problems. Looking forward to new features.

Louise Diggens, Centre Manager Clovel ELC KS Blacktown Pty Ltd

As a small school, it was very difficult to get cards with our bank for individuals as they had to be an approved signatory for the actual business account. We tried pre-paid cards for a little bit as well, but these were hard to maintain as it wasn’t straightforward to top them up, hard to get statements etc. A clunky process. This is now such an easy process and a really good fit.

Mel, Principal Aurora Steiner Southern Highlands

Resources for the Childcare industry

Get access to finance eBooks, white papers, templates, webinars and more for Childcare businesses.

Access ChildcreResources ➜

Save hours on admin

Say goodbye to manual processes. Budgetly automates admin, removes errors, and gives time back to admin and centre staff.

10 min demo ➜

Eliminate overspending

Control every dollar. Automate workflows, match receipts, create budgets, optimise cash flow, and stop overspending across every centre.

10 min demo ➜

Safeguard everything

Get built-in security, compliance, and spending rules. Plus, rely on real Australian support when you need it most.

10 min demo ➜

The best AI-driven spend management for the Childcare industry

Budgetly’s secure platform combines budgeting, payments, expense tracking, and reporting—all in one place. Save money, stay compliant, and save time across every centre.

See how it works ➜

How Budgetly works for the Childcare industry

Childcare centres rely on Budgetly to reduce admin, control everyday spending, and stay compliant with sector requirements.

No shared cards or petty cash

Flexible spending and budgets with rules across all centres

Fast, accurate transactions

Fast approvals for centre managers and educators

Easy receipt tracking for centre staff via mobile app

Two-factor authentication and 256-bit encryption

Automated AP and simplified bookkeeping

Real-time budget and transaction views

Fraud prevention and compliance rules

No reimbursements or lost receipts

Seamless accounting sync

Learn More

Stay policy compliant with card-encoded rules

" Great for solving petty cash problems. Looking forward to new features. "

Louise Diggens, Centre Manager Clovel ELC KS Blacktown Pty Ltd

Frequently asked questions

What is expense management software for the childcare sector?

Expense management software for childcare providers automates the capture, approval and reconciliation of operational expenses—covering supplies, staff purchases, excursions, program budgets, invoices and reimbursements. Budgetly’s solution is purpose-built for the childcare industry, giving you real-time visibility across spending and budget allocation so your team can focus on care rather than paperwork.

Why should I use childcare-specific expense management software instead of generic tools or spreadsheets?

Childcare organisations manage diverse cost centres (rooms, centres, staff, activities), frequent small-transactions, mobile purchases and strict compliance/regulation. Generic spreadsheets or standard expense tools often fail in areas like mobile receipt capture, automated policy enforcement, program-based budgets and real-time tracking.

With Budgetly you also benefit from features such as instant Virtual Cards for staff, mobile receipt capture via the Expense Tracking App and seamless syncing with your accounting system through the Xero Integration.

What is the best expense management software for Australian childcare businesses?

The best solution for Australian childcare centres supports AUD transactions, integrates deeply with local accounting systems, enables program/room-based budgets and provides mobile support for staff making purchases off-site. Budgetly meets these requirements and offers a unified platform that brings together Corporate Cards, automated invoice and bill handling and expense tracking—all in one place designed for Australian childcare providers.

How can Budgetly improve decision-making for my childcare business?

Budgetly gives you real-time insights into expenditure across centres, rooms and staff. Because every transaction—from card purchases to upload of receipts—is captured and categorised, you can spot overspending trends early, re-allocate funds between budgets, and improve cash-flow forecasting. Tools like Digital Receipt Tracking and Accounting Automation Software further streamline your operations and improve the reliability of your financial data.

How much does the expense management software cost?

Pricing depends on number of users, number of centres/rooms, transaction volumes and the features you require (cards, tracking, integrations). Budgetly offers scalable pricing designed for Australian childcare organisations, with transparent plans and no hidden fees. To get a quote tailored to your business, simply schedule a demo.

How to get started with Budgetly’s expense management software for childcare?

Getting started is straightforward:

Book a demo with Budgetly via the “Get a Demo” link.
During setup, define the cost centres (each room/centre), set budgets and approval workflows.
Issue virtual or physical cards, enable mobile receipt uploads and integrate with your accounting system (e.g., via the Xero integration).
Once everything is live, your staff can make purchases and finance teams will have real-time dashboards and full visibility.

Get a Demo today to see how Budgetly can transform your childcare centre’s expense processes and budget control.

Resources

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Supercharge your Childcare business with Budgetly

See how AI-powered spend management saves time and money. Fill out the form and watch the 10-minute demo today.