Stop chasing petty cash and receipts across your programs
Employment services providers waste hours every week on bank queues, petty cash runs, and chasing receipts from caseworkers. Budgetly gives every staff member their own Visa debit card, captures receipts at point of purchase, and keeps every transaction tagged to the right program.
Get your programs off petty cash in 14 days →
Australia's favourite.
99% of businesses stick with Budgetly.
Replace petty cash, reimbursements, and program-by-program reconciliation.
Employment services providers juggle Workforce Australia, DES, and grant funding across distributed caseworkers and field sites. Generic expense tools weren't built for this. Petty cash and reimbursements create the admin burden — and the funding clawback risk — that's killing your margin.
The old way
- Bank queues to withdraw petty cash, then delivery runs to multiple sites
- Caseworkers paying for participant supplies out of pocket and waiting weeks
- Receipts lost between client visits and month-end
- Spend impossible to attribute to the correct funding stream
- Funding acquittal reporting taking days of manual spreadsheet work
- Casual and contract caseworkers waiting weeks for bank credit cards
With Budgetly
- Every caseworker, program, and site gets its own Visa debit card
- Cards issued in seconds for casual and contract staff
- Receipts captured at point of purchase, not weeks later
- Per-program budgets enforced in real time, with clean acquittal reporting
- Real-time visibility across every program and funding stream
- Audit-ready records for Workforce Australia and DES compliance
- APRA-regulated
- Data stays in Australia
- 2FA + SSL encryption
- AWS Sydney ISO 27001 infrastructure
- Live status
Built for the way employment services providers actually work
From caseworker client purchases to program acquittal reporting, Budgetly handles the spending workflows your field staff and finance team deal with every day.
Replace petty cash and bank queues with a card per caseworker.
Issue physical or virtual Visa debit cards to permanent caseworkers, casuals, and contractors instantly. No more bank queues, no more petty cash deliveries, no more reimbursements for participant supplies. Each card has its own budget, its own rules, and its own audit trail.
- Virtual cards in 30 seconds, physical cards shipped express
- Per-caseworker, per-program, or per-site budgets
- Block ATM withdrawals, alcohol, and out-of-policy merchants
- One-tap freeze when a casual finishes or a contract ends
- Cards work anywhere Visa is accepted across Australia
Aisha Rahman
Liam Walker
Hannah BellCaseworkers capture receipts the moment they spend on a participant.
Caseworkers snap a photo of the receipt at the register on the Budgetly mobile app. The system matches it to the transaction, extracts GST, and tags the right program and participant. 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 participant, program, or funding stream
- Real-time alerts when a receipt is missing on a transaction
Logan QLD
Officeworks Logan
$129.50
One source of truth for Workforce Australia, DES, and grant acquittals.
Multiple programs, multiple funding streams, multiple acquittal deadlines. Budgetly gives every program its own budget and tags every transaction to the right funding source. When acquittal time comes, you generate the report in seconds — not days of manual spreadsheet work.
- Per-program budgets with automatic fortnightly or monthly resets
- Tag every transaction by program, participant, or funding stream
- Live program-level dashboards for every funding source
- Hard stops when a program budget is exhausted
- One-click acquittal reports for any period or program
Woolworths · Aisha Rahman
$87.40Workforce Australia and DES audits stop being a fire drill.
Government-funded employment services face regular audits. Missing receipts can mean funding clawbacks. Budgetly creates a complete digital audit trail for every transaction — card, merchant, amount, matched receipt, program, 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, program, or participant
- Two-way Xero sync with no double-entry
- Tag transactions by participant, program, or funding stream
Officeworks Logan
$129.50
What employment services providers gain when they switch from petty cash to Budgetly
Real outcomes from Australian providers running Workforce Australia, DES, and grant-funded programs on Budgetly.
Control across programs without micromanaging caseworkers
Finance sets the rules once. The system enforces them every time. Caseworkers focus on participants, not paperwork. Both are true at the same time.
- Card on day one, no waiting for petty cash deliveries
- Snap a receipt at the register and you're done
- Never out of pocket for participant supplies again
- Real-time program budget visible on mobile
- More time with participants, less time on admin
- Live visibility across every program and funding stream
- Audit-ready always, with full digital trail per transaction
- Acquittal reports for Workforce Australia and DES in one click
- Two-way Xero sync, no manual reconciliation
- Stop withdrawing cash from the bank every fortnight
- Own the budget for your program without finance gatekeeping
- See spend across your caseworkers in real time
- Approve out-of-policy purchases from your phone
- Freeze a card instantly if something looks wrong
- Tag transactions by participant or funding line
Trusted by teams across Australia
Read verified reviews ➜Awards and recognition
Customer stories
Quest Employment Solutions Saves at Least 2 Days a Month on Admin
Read how NDIS service provider Quest Employment Solution saved at least 2 days a month in managing expenses
Master Painters Australia NSW|ACT no longer needs to reimburse staff for business purchases!
'Budgetly solved our issues. No one needs to spend out of pocket anymore.' Colleen Jeffery-Court, CEO
Teach For Australia cuts expense management time in half
Read how Teach For Australia Cuts Expense Management Time in Half with Budgetly
Project E2 'cuts their expenses in half' with Budgetly
Project E2 cut expenses in half by making staff more accountable with Budgetly. Budget controls and visibility stopped …
Frequently asked questions
What is expense management software for employment services?
Can I track spend per program and funding stream?
Yes. Set per-program budgets for Workforce Australia, DES, ParentsNext, training programs, and grant-funded streams. Tag every transaction by program, participant, or funding source. When acquittal time comes, generate a clean report for any program or period in one click.
Quest Employment Solutions saves at least two full days a month on admin after replacing petty cash with Budgetly across their 30+ permanent and 200+ casual staff.
Can I issue cards to casual caseworkers and contractors?
How does Budgetly help with funding acquittals and audits?
Does it eliminate petty cash?
How quickly can we get started?
How much does Budgetly cost for employment services providers?
Built for the audit and acquittal rules employment services can't afford to fail
Funding acquittals only work if every receipt, every transaction, and every approval is enforced and logged by infrastructure you can trust.
Per-program 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 clawback letter you read next quarter.
Full digital audit trail per transaction
Card used, merchant, amount, matched receipt, GST, program, and approver — timestamped and attributable. Export the full audit trail for any period, program, or participant 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 transaction alone.
Role-based access for caseworkers and finance
Caseworkers, program managers, 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 programs off petty cash in 14 days
See how providers like Quest Employment Solutions save two full days a month on admin and keep every program acquittal-ready by default.