Stop chasing fuel receipts from drivers across your fleet
Transport operators waste hours every week on shared fuel cards, driver reimbursements, and reconciling per-vehicle spend across routes and depots. Budgetly gives every driver their own Visa debit card, captures receipts at the pump, and syncs to Xero automatically.
Get your fleet off shared cards in 14 days →
Australia's favourite.
99% of businesses stick with Budgetly.
Replace shared fuel cards, reimbursements, and per-vehicle blind spots.
Transport operators run on tight margins with immediate costs and delayed client payments. Shared fuel cards, paper receipts, and manual reconciliation make it impossible to know your real cost per kilometre — until the statement arrives, and it's too late.
The old way
- Shared fuel cards with no driver attribution — who fuelled which truck?
- Drivers paying tolls, parking, and meals out of pocket and waiting weeks
- Fuel cost blowouts invisible until month-end
- Lost paper receipts costing GST rebates and creating audit risk
- Per-vehicle maintenance and running costs impossible to track in real time
- Cash flow strain from immediate costs and delayed client payments
With Budgetly
- Every driver gets their own Visa debit card with built-in fuel and category limits
- Receipts captured at the pump and toll booth, not chased at month-end
- Per-vehicle fuel and maintenance budgets enforced in real time
- Live cost-per-kilometre visibility across every truck, route, and depot
- Automatic transaction coding with one-click Xero sync
- Drivers focus on the road, finance focuses on the business
- APRA-regulated
- Data stays in Australia
- 2FA + SSL encryption
- AWS Sydney ISO 27001 infrastructure
- Live status
Built for the way transport operators actually work
From fuel pumps to toll roads, depot maintenance to driver allowances, Budgetly handles the spending workflows your fleet and finance team deal with every day.
Replace one shared fuel card with a controlled card per driver.
Issue physical or virtual Visa debit cards to every driver, depot manager, and operations lead. Each card has its own fuel budget, its own merchant rules, and its own audit trail. Casual or contract drivers? Issue and freeze in seconds.
- Per-driver fuel and maintenance budgets with automatic resets
- Block ATM withdrawals, alcohol, and out-of-policy merchants
- One-tap freeze when a driver finishes a contract or shift
- Cards work anywhere Visa is accepted — fuel, tolls, parking, parts
- Order cards in minutes, not weeks of bank paperwork
Steve Brennan
Mick Davies
Riley CooperCapture every fuel receipt at the pump. Match it to the right truck.
Fuel is your single largest variable cost. Drivers snap a photo of the receipt at the pump on the Budgetly mobile app. The system matches it to the transaction, extracts GST, and tags the right vehicle and route. No more chasing crumpled receipts at month-end.
- Receipts captured at the pump on the mobile app, not weeks later
- Automatic matching to the right transaction
- GST extraction so no rebate is missed
- Per-truck fuel spend visible in real time
- Real-time alerts when a vehicle is trending over budget
Goulburn NSW
Shell Truck Stop
$258.69
See your true cost per kilometre, not your statement at month-end.
Stop waiting for the credit card statement to know what each truck cost you. Budgetly gives operations and finance a live dashboard of fuel, tolls, maintenance, and driver expenses by vehicle, route, and depot. Spot the trucks that are eating your margin before they do real damage.
- Live spend feed by vehicle, driver, route, and depot
- Filter cost-per-kilometre by truck or driver
- Anomaly alerts on fuel velocity, new merchants, or unusual amounts
- Drill from depot total to a single toll receipt in two clicks
- Mobile dashboard for fleet managers on the road
Shell Goulburn
$258.69
Ampol Tarcutta
$284.50
BP Yass
$249.10Chain of Responsibility records and BAS prep stop being a fire drill.
Australian transport operators must comply with Chain of Responsibility laws and ATO substantiation rules. Budgetly creates a complete digital audit trail for every transaction — card, merchant, amount, matched receipt, vehicle, 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, vehicle, or route
- Two-way Xero sync with no double-entry
- Tag transactions by truck, route, depot, or driver
Shell Truck Stop
$258.69
What transport operators gain when they switch from shared fuel cards to Budgetly
Real outcomes from Australian fleets running fuel, tolls, and maintenance on Budgetly.
Control without micromanaging drivers on the road
Finance sets the rules once. The system enforces them every time. Drivers stay focused on the road. Both are true at the same time.
- Card on day one, no waiting for bank approvals
- Snap a receipt at the pump, the toll booth, or the parts shop
- Never out of pocket for tolls, parking, or fuel again
- Real-time fuel budget visible on mobile
- Card works anywhere Visa is accepted across Australia
- Live visibility across every truck, route, and depot
- Audit-ready always, with full digital trail per transaction
- Chain of Responsibility records ready for compliance reviews
- Two-way Xero sync, no manual reconciliation
- Stop chasing drivers for last week's fuel receipts
- Own the budget for your fleet or depot
- See cost-per-kilometre by truck in real time
- Approve out-of-policy purchases from your phone
- Freeze a card instantly when a driver finishes a contract
- Tag transactions by truck, route, or job for accurate costing
Trusted by teams across Australia
Read verified reviews ➜Awards and recognition
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Frequently asked questions
What is expense management software for transport businesses?
How do I control fuel costs across the fleet?
Set per-vehicle and per-driver fuel budgets with automatic resets. Block ATM withdrawals, alcohol, and out-of-policy merchants at the card level. Drivers capture fuel receipts at the pump on mobile, and every transaction syncs to your dashboard in real time.
Anomaly alerts flag fuel velocity, new merchants, or unusual amounts before they become a problem. Live cost-per-kilometre visibility across every truck means you spot margin erosion early.
Can drivers use the card for tolls, parking, and meals as well as fuel?
How does Budgetly help with Chain of Responsibility and BAS compliance?
Can I issue cards to casual or contract drivers?
How quickly can we get started?
How much does Budgetly cost for transport operators?
Built for the compliance rules transport operators can't afford to fail
Audit-readiness only works if every fuel receipt, every toll, and every approval is enforced and logged by infrastructure you can trust.
Per-vehicle 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 pump — not in a report you read next month.
Full digital audit trail per transaction
Card used, merchant, amount, matched receipt, GST, vehicle, and approver — timestamped and attributable. Export the full audit trail for any period, truck, or route 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 fleet, finance, and depots
Drivers, fleet managers, depot managers, and finance 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 fleet off shared fuel cards in 14 days
See how Australian transport operators give every driver their own card, capture receipts at the pump, and see true cost-per-kilometre in real time.