Stop chasing receipts across your campuses and faculties

Education providers manage multiple campuses, budgets, staff, and funding sources. Generic spreadsheets and basic tools lack the agility or transparency required for school environments where teachers are often on excursions, making ad hoc purchases, or managing program-specific budgets.

With Budgetly you gain:

• Real-time expense tracking and visibility across departments and campuses
• Budget allocation by faculty, department, or program
• Mobile receipt capture via the Expense Tracking App so teachers upload receipts at the point of purchase
• Instant Virtual Cards for staff going on excursions or camps
• Controlled Corporate Cards for each department or teacher
• Seamless sync with your ledgers via the Xero Integration

Teach For Australia halved their overall expense management time after switching from clunky bank software to Budgetly across multiple programs and states.

The best solution for Australian education providers should support AUD transactions and GST, integrate with local accounting systems like Xero, enable department and campus-based budgets, and offer mobile capture for staff on the move.

Budgetly meets these requirements with a unified platform built for Australia. Education-specific features include per-department budget controls with automated resets, real-time visibility across multiple campuses, and audit-ready reporting. Lighthouse Christian School stopped overspending and gained real-time visibility after switching from petty cash and reimbursements to Budgetly.

Schools face regular financial audits where missing receipts can mean compliance failures and lost GST rebates. Budgetly creates a complete digital audit trail for every transaction: the card used, the merchant, the amount, the matched receipt, and the department it was allocated to.

As Natasha Evans from Lighthouse Christian School explained, “The lack of visibility on what was being spent was a big concern for us. Previously we would see our transactions sometimes six weeks later, but we can now see it as it happens with Budgetly.” One-click reporting means you can generate transaction reports with matched receipts instantly, rather than spending days compiling manual spreadsheets.

Yes. Budgetly lets you create individual budgets for each department, faculty, campus, or program with automated resets on your preferred schedule (weekly, fortnightly, or by school term). Faith Christian School manages 24 cards this way, with flexible budgets that give the finance team full control over staff spending.

You can also set spending rules per card, restricting categories (for example, no cash withdrawals or ATM access) and setting daily or transaction limits. This gives finance teams control without slowing down teachers in the classroom or on excursions.

Getting started is simple:

1. Book a demo with the Budgetly team to see how the solution fits your school or university workflows.
2. During onboarding, define your department and program budgets, set spending rules per card, issue physical or virtual cards to staff and teachers, enable mobile receipt capture, and connect your Xero account.
3. Once live, teachers transact and capture receipts on the spot. Your finance team gets real-time dashboards and spend control across the entire institution.

Taree Christian Community School went from dreading month-end reconciliation to a streamlined process where staff no longer waste time chasing receipts.