Stop chasing receipts across your project sites
Engineering firms waste hours every week on reimbursements, shared bank cards, and manual reconciliation. Budgetly gives every team member their own Visa debit card, captures receipts at the point of purchase, and syncs to Xero automatically.
Get your project teams off reimbursements in 14 days →
Australia's favourite.
99% of businesses stick with Budgetly.
Replace bank debit cards, fuel cards, and reimbursement chasing across every project.
Engineering firms manage spending across multiple projects, field teams, and cost centres. Generic expense tools weren't built for this. Bank debit cards and reimbursements create the admin burden that's eating into your project margins.
The old way
- Bank debit cards with no project attribution
- Field staff paying for site purchases out of pocket and waiting weeks
- Fuel cards with no real-time visibility
- Receipts lost between sites and the office
- Per-project spending invisible until month-end
- Manual project audit prep taking days each month
With Budgetly
- Every engineer, project manager, and field crew gets their own Visa debit card
- Cards issued in seconds for contractors and casual staff
- Receipts captured at the merchant, not chased at month-end
- Per-project and per-vehicle budgets enforced in real time
- Live visibility across every project and site
- Audit-ready records for project audits and BAS reviews in one click
- APRA-regulated
- Data stays in Australia
- 2FA + SSL encryption
- AWS Sydney ISO 27001 infrastructure
- Live status
Built for the way engineering teams actually work
From site purchases to project cost tracking, Budgetly handles the spending workflows your field teams and finance team deal with every day.
Replace bank debit cards with controlled cards per engineer.
Issue physical or virtual Visa debit cards to each engineer, project manager, or field crew in seconds. No more bank debit cards, fuel cards, or weeks of bank paperwork. Each card has its own budget, its own rules, and its own audit trail.
- Per-engineer, per-project, or per-vehicle budgets
- Block ATM withdrawals, alcohol, and out-of-policy merchants
- One-tap freeze when contracts end
- Issue cards to contractors and casuals in 30 seconds
- Cards work anywhere Visa is accepted across Australia
Marcus Webb
James O'Brien
Hannah BellCapture every fuel and supply receipt at the merchant. No chasing.
Field staff snap a photo of the receipt at the fuel pump or supplier on the Budgetly mobile app. The system matches it to the transaction, extracts GST, and tags the right vehicle and project. Your finance team stops chasing paper receipts at month-end.
- Receipts captured at the merchant on mobile, not weeks later
- Automatic matching to the right transaction
- GST extraction so no rebate is missed
- Tag transactions by vehicle, project, or job number
- Real-time alerts when a receipt is missing on a transaction
Newcastle NSW
BP Newcastle
$152.40
Set a budget per project. The system enforces it.
Set per-project, per-phase, or per-vehicle budgets. The card declines automatically when the budget is exhausted. Project managers see the live balance across every project in one dashboard. No more waiting for the statement to know who overspent.
- Per-project, per-phase, or per-vehicle budgets
- Automatic resets on your preferred cycle
- Live balance visible to engineers on mobile
- Hard stops when the budget runs out — no surprises
- Centralised dashboard across every project and site
BP · Marcus Webb
$152.40Project audits and BAS prep stop being a fire drill.
Engineering 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 site
- Two-way Xero sync with no double-entry
- Tag transactions by project, vehicle, or job number
BP Newcastle
$152.40
What engineering firms gain when they switch to Budgetly
Real outcomes from Australian engineering firms running project spend on Budgetly.
Control without slowing field engineers down
Finance sets the rules once. The system enforces them every time. Engineers focus on the project, not paperwork. Both are true at the same time.
- Card on day one, no bank paperwork or fuel card hassles
- Snap a fuel or supply receipt at the merchant and you're done
- Never out of pocket for project purchases again
- Real-time project budget visible on mobile
- Card works anywhere Visa is accepted across Australia
- Live visibility across every project, no month-end surprises
- Audit-ready always, with full digital trail per transaction
- Project audit and BAS reports in one click for any period
- Two-way Xero sync, no manual reconciliation
- Stop chasing engineers for last week's fuel receipts
- Own the budget for your project without finance gatekeeping
- See spend across your crew in real time
- Approve out-of-policy purchases from your phone
- Freeze a card instantly when a contractor finishes
- Tag transactions by job number for accurate project costing
Trusted by teams across Australia
Read verified reviews ➜Awards and recognition
Customer stories
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 …
Smartscan Locators streamlines expenses and removes reimbursements with Budgetly
Smartscan Locators streamlined expense management and eliminated reimbursements with Budgetly, saving time and improving …
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
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.
Frequently asked questions
What is expense management software for engineering?
Can I issue cards to contractors and casual engineers?
How do I track project profitability in real time?
How does Budgetly help with project audits?
How quickly can we get started?
How much does Budgetly cost for engineering firms?
Built for the audit and project compliance rules engineering 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 job 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 engineers, project, and finance
Engineers, project 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 project teams off bank debit cards in 14 days
See how engineering firms like Hunt & Dixon Surveys save six hours a week and stay audit-ready by default.