Stop losing donor dollars to manual expense processes
Not-for-profit organisations waste hours every week on petty cash, reimbursements, and chasing receipts across programs and grants. Budgetly gives every program its own Visa debit card, captures receipts at the point of purchase, and keeps every transaction acquittal-ready.
Get your team off reimbursements in 14 days →
Australia's favourite.
99% of businesses stick with Budgetly.
Replace petty cash, reimbursements, and grant-by-grant reconciliation.
Not-for-profit organisations juggle multiple grants, programs, and funding streams across mobile staff 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 eating into every donor dollar.
The old way
- Petty cash distributed to programs with no spending audit trail
- Staff paying for program supplies out of pocket and waiting weeks
- Receipts lost between client visits and month-end
- Spend impossible to attribute to the correct grant or funding stream
- Grant acquittal reporting taking days of manual spreadsheet work
- Volunteers and casual staff waiting weeks for bank credit cards
With Budgetly
- Every program, team, and field worker gets their own Visa debit card
- Cards issued in seconds for casuals and volunteers
- Receipts captured at point of purchase, 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 grant compliance
- APRA-regulated
- Data stays in Australia
- 2FA + SSL encryption
- AWS Sydney ISO 27001 infrastructure
- Live status
Built for the way not-for-profits 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 bank queues with a card per program.
Issue physical or virtual Visa debit cards to permanent staff, casuals, contractors, and volunteers 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-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
- Cards work anywhere Visa is accepted across Australia
Aisha Rahman
David Park
Hannah BellFrontline teams capture receipts the moment they spend. No chasing.
Frontline teams 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 funding stream. 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 program, grant, or funding stream
- Real-time alerts when a receipt is missing on a transaction
Brunswick VIC
Woolworths 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
Woolworths · Aisha Rahman
$128.50ACNC and grant audits stop being a fire drill.
Not-for-profits 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
Woolworths Brunswick
$128.50
What not-for-profits gain when they switch to Budgetly
Real outcomes from Australian NFPs 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 volunteer finishes
- Tag transactions by grant or funding line
Trusted by teams across Australia
Read verified reviews ➜Awards and recognition
Customer stories
Bawinanga Aboriginal Corporation save 38 hours per week with Budgetly
'We ultimately decided on Budgetly because with Budgetly we can issue virtual and physical cards.'
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 …
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 …
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 …
Frequently asked questions
What is expense management software for not-for-profits?
Can I track spend per grant or funding stream?
Yes. Set per-grant budgets and tag every transaction by program, grant, or funding source. When acquittal time comes, generate a clean report for any program or period in one click.
Bawinanga Aboriginal Corporation saves 38 hours every week after replacing store cards and petty cash with Budgetly across their 200+ staff.
Can I issue cards to volunteers and casuals?
How does Budgetly help with grant acquittals and ACNC audits?
Does it eliminate petty cash?
How quickly can we get started?
How much does Budgetly cost for not-for-profits?
Built for the audit and compliance rules NFPs 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 NFPs like Bawinanga Aboriginal Corporation save 38 hours a week and stay acquittal-ready by default.