Stop chasing receipts across your programs and field teams

Community organisations deal with multiple program budgets, field staff spending, strict funding acquittal requirements, and regular compliance audits. Generic spreadsheets or basic expense tools typically lack program-level budget allocation, mobile receipt capture, card controls aligned with funding rules, real-time visibility of spend, and integration with accounting platforms like Xero.

With Budgetly you gain:

• Real-time expense tracking and visibility into where funds are being spent in each program
• Mobile receipt capture, so field staff upload receipts at the point of purchase instead of chasing paper at month-end
• Controlled Corporate Cards or Virtual Cards for each program, team, or worker
• Seamless sync with your ledgers via the Xero Integration, with automatic account code assignment

Oonah Health and Community Services simplified reconciliation and card management entirely after switching from bank credit cards to Budgetly.

The best solution for community organisations should support AUD transactions and GST, handle program-level and team-specific budget allocation, enable mobile receipt capture across field sites, integrate with Xero, and provide full audit trails for funding body compliance reviews.

Budgetly meets these requirements with a unified platform built for Australia. Community-specific features include per-program budget controls with automated resets, real-time visibility across multiple locations, and audit-ready reporting. Deadly Connections saved an entire day per month on expense admin after switching from reimbursements to Budgetly.

Community organisations face regular audits from funding bodies, and 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 program it was allocated to.

As Christina Pasquariello from Co.As.It. Italian Association of Assistance put it, “Budgetly is a life saver! The platform has definitely helped us save both money AND time.” 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 program, service, or team with automated resets on your preferred schedule (weekly, fortnightly, or monthly). Co.As.It. Italian Association of Assistance manages budgets this way, with the ability to instantly allocate or reduce funds with one click.

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 field workers.

Getting started is simple:

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

Wathaurong Aboriginal Co-operative went from unreliable bank cards to a streamlined system where staff are happy to use and the finance team has full visibility.