“When you factor in wages and travel time and other costs associated with admin, saving two hours per day really adds up!”
, Antoni Mitchell, Director
Overview
Lead Your Life, founded in 2018, is dedicated to supporting people with disabilities throughout their organisation. The executive team, with over 15 years of experience in the Disability sector, has qualifications in disability and community services, business management, and psychology. They have a demonstrated understanding of the complex needs of people with disabilities and can support NDIS participants to maximise their NDIS plan.
Lead Your Life had what they described as a “very manual expense process” prior to implementing Budgetly. Most of the purchases came from one debit card managed by the Director of the business. This came with several challenges:
Challenges
- Bottleneck for spending: With only one business debit card in the Director’s name, purchases were delayed as the Director could only be in one place at a time, causing frantic efforts to make all the necessary purchases for the team.
- Business scalability: Another impact felt on the bottle neck of the Director having the only spending card was that building growth plans for the business was difficult. All businesses want to grow but without time saving, admin reducing tools in place, this creates headaches.
- Difficulty issuing cards: The business wanted more spending cards but opening multiple bank accounts and setting up multiple cards was cumbersome. Using fuel cards initially helped, but it increased administrative tasks like chasing receipts and managing funds.
- Chasing receipts & manual data entry: Fuel cards also proved to be ineffective due to the challenges they presented. Tracking receipts became a cumbersome task, and entering transaction data into Xero only added to the administrative workload of the management team.
Results
1. No more bottlenecks for spending!
Cards can be issued to whomever needs them with 4 clicks. Money on the cards can be topped up or reduced by the click of a button and the change is instant. We now have staff accountability for spending but also very powerful control on that spending.
“Budgetly has been set and forget. Budgetly has enabled us to become a more sophisticated business”
, Antoni Mitchell, Director
2. Scaleable growth plans
Now, as we plan to grow the business, we don’t have to factor in any additional admin associated with staff purchases. The more we grow, the more efficiencies we are seeing!
“The NDIS is heavily regulated (and should be). Budgetly makes it easy to grow and stay compliant with our business expenses.”
, Antoni Mitchell, Director
3. One-click Xero integration
No more time wasted manually chasing receipts, manually entering data into Xero and then going through our reconciliation process. The integration into Xero is seamless.
“On average, we save two hours per day.”
, Antoni Mitchell, Director
4. Ten out of ten support :)
Every Budgetly customer has unlimited free telephone support, 1 to 1 screen share video training email support and live chat support.
“Customer service is fantastic. Always available and happy to help in any way possible!”
, Antoni Mitchell, Director
How Lead Your Life saved time using Budgetly’s prepaid corporate cards
Budgetly prepaid corporate debit cards are available in physical and digital formats, with virtual cards available instantly upon application. Staff can add Budgetly’s virtual cards to their mobile wallets and use them immediately in any location.
With Budgetly’s preloaded cards, Lead Your Life staff can transact, capture their receipts using a smartphone, and upload them to the app. In addition, Budgetly’s expense management software automatically records transaction details such as vendor names and transaction amounts.
Example of transactions and adding receipts in the Budgetly app
Staff can add notes and assign categories and tags to transactions for easy filtering and viewing based on project or location.
Example of the Budgetly’s transactions view in the app
Finance teams can allocate budgets and automate spending limits to avoid overspending, with the option to reset or roll over every fortnight.
Example of the Budgetly’s budgeting view
Requesting a top-up is easy on the app, and finance teams can quickly approve them in the click of a button. Staff transactions can be viewed on the software, giving administrators better budget control.
Example of Budgetly’s transaction view
Budgetly offers additional expense management functionalities:
Issue unlimited Visa debit cards instantly
Flag unnecessary transactions in real-time
Eliminate lost receipts & receipt-chasing
Automatically reconcile transactions
Sync all transactions with Xero
Fast transaction reports for audits
Cancel or freeze cards in one-click
About Lead Your Life
Lead Your Life has a passion for and dedication to supporting people with disability to lead their lives which is reflected throughout their entire organisation – including their name.
Lead Your Life was founded in 2018 and is headed by a group of professionals whose experience in the Disability sector span over 15 years in a myriad of different person-centred, service-oriented roles.
Their executive team have attained qualifications in disability and community services, business management, and psychology. Needless to say, they have a demonstrated understanding of the complex needs of people living with disability and can support participants of the NDIS to get the most out of your NDIS plan.
About Budgetly
Budgetly is an Australian prepaid corporate card and expense management software provider. We’re committed to making expense management easy for all companies and improving their expense processes. Our service is adopted by many NDIS providers, aged care providers, charities, and businesses across Australia.
