Stop chasing receipts across your programs and field teams
Civic and social services organisations waste hours every week on petty cash, manual reconciliation, and lost receipts across programs and locations. Budgetly gives every program its own Visa debit card, captures receipts at the point of purchase, and keeps every dollar acquittal-ready.
Get your programs off petty cash in 14 days →
Australia's favourite.
99% of businesses stick with Budgetly.
Replace petty cash, gift vouchers, and program-by-program reconciliation.
Civic and social services organisations manage spending across multiple programs, field staff, and funding streams under strict ACNC and funder audit requirements. Generic expense tools weren't built for this. Petty cash and reimbursements create the admin burden — and the funding clawback risk — that's eating into every donor dollar.
The old way
- Petty cash distributed to programs with no spending audit trail
- Field staff carrying substantial cash with OH&S risk
- Gift vouchers used for participant supplies with no audit trail
- Spend impossible to attribute to the correct funding stream
- Acquittal reporting taking days of manual spreadsheet work
- Multi-level approvals slowing down service delivery
With Budgetly
- Every program, team, and field worker gets their own Visa debit card
- Cards issued in seconds for casual and contract staff
- Receipts captured at the merchant, not chased 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 ACNC and funder compliance
- APRA-regulated
- Data stays in Australia
- 2FA + SSL encryption
- AWS Sydney ISO 27001 infrastructure
- Live status
Built for the way community organisations actually work
From program delivery to grant acquittals, Budgetly handles the spending workflows your frontline teams and finance team deal with every day.
Replace petty cash and gift vouchers with a card per program.
Issue physical or virtual Visa debit cards to permanent staff, casuals, and field workers in seconds. No more petty cash, gift vouchers, or weeks of bank paperwork. Each card has its own budget, its own rules, and its own audit trail.
- Per-program, per-grant, or per-team budgets
- Block ATM withdrawals, alcohol, and out-of-policy merchants
- One-tap freeze when a casual finishes or a contract ends
- Issue cards to casual or contract staff in 30 seconds
- Cards work anywhere Visa is accepted across Australia
Aisha Rahman
David Park
Hannah BellField staff capture receipts the moment they spend. No chasing.
Field staff snap a photo of the receipt at the supermarket or supplier on the Budgetly mobile app. The system matches it to the transaction, extracts GST, and tags the right program and funding stream. 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 program, grant, or funding stream
- Real-time alerts when a receipt is missing on a transaction
Brunswick VIC
Coles Brunswick
$128.50
One source of truth for every grant acquittal.
Multiple programs, multiple grants, 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 resets
- Tag every transaction by program, grant, 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
Coles · Aisha Rahman
$128.50ACNC and funder audits stop being a fire drill.
Civic and social services organisations face regular ACNC and funder 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 grant
- Two-way Xero sync with no double-entry
- Tag transactions by program, grant, or funding stream
Coles Brunswick
$128.50
What community organisations gain when they switch to Budgetly
Real outcomes from Australian civic and social services organisations running grant-funded programs on Budgetly.
Control across programs without micromanaging frontline staff
Finance sets the rules once. The system enforces them every time. Frontline teams focus on impact, 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 program supplies again
- Real-time program budget visible on mobile
- More time on impact, less time on admin
- Live visibility across every program and funding stream
- Audit-ready always, with full digital trail per transaction
- Acquittal reports for ACNC and grant funders 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 team in real time
- Approve out-of-policy purchases from your phone
- Freeze a card instantly when a casual finishes
- Tag transactions by grant or funding line
Trusted by teams across Australia
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Customer stories
Co.As.It. Italian Association of Assistance saved up to 4 hours each week with Budgetly
Co.As.It. Italian Association of Assistance saves up to four hours each week with Budgetly. Automated tracking replaced …
Deadly Connections save an entire day per month with Budgetly
Deadly Connections saves an entire day per month with Budgetly. How automated expense tracking replaced time-consuming …
Wathaurong Aboriginal Co-Operative solve their expense management headaches by implementing Budgetly!
Wathaurong Aboriginal Co-operative solved expense management headaches with Budgetly. Faster reconciliation and better …
Oonah Health and Community Services simplifies reconciliation and card management with Budgetly
Oonah Health and Community Services chose Budgetly because it offered an all-in-one solution that was simple to use and …
Frequently asked questions
What is expense management software for civic and social services?
Can I track spend per grant or funding stream?
Can I issue cards to casuals and field staff?
How does Budgetly help with grant acquittals?
Does it eliminate petty cash?
How quickly can we get started?
How much does Budgetly cost for community organisations?
Built for the audit and compliance rules community organisations 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 grant 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 staff, finance, and volunteers
Frontline staff, program managers, finance, and volunteers 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 community organisations like Co.As.It. save 3-4 hours every week and stay acquittal-ready by default.