Travelling with a group? Here's how to master spending Like ClubMates Travel

Organising a group tour is an exciting endeavour, filled with the promise of adventure and shared experiences. However, anyone who's managed one knows that keeping track of finances can quickly become a headache. From juggling individual spending money to managing unexpected costs, the potential for things to get complicated (and expensive!) is high.

But what if there was a way to streamline spending, increase transparency, and empower everyone involved? That's exactly what Australian company ClubMates Travel, a specialist in crafting incredible holidays for people with disability, has achieved. We recently had the pleasure of speaking with Peter Negri, their Managing Director, who shared some invaluable insights into how they expertly manage spending on their tours – particularly when venturing overseas, like their trips to Singapore.

Their secret weapon? A powerful platform called Budgetly. Peter couldn't speak highly enough of it, stating it's "by far the best thing we have across financially. Full stop." So, what makes their approach so effective, and what can tour operators and group organisers learn from their experience?

1. Centralised budgeting for ultimate control:

ClubMates Travel starts by creating a comprehensive budget for the entire trip within Budgetly. This master budget then allows them to allocate individual spending budgets for each passenger, covering souvenirs and snacks and things needed on the holiday. This upfront planning provides a clear financial framework for the entire journey.

2. Say goodbye to cash, hello to electronic convenience:

Forget fumbling with notes and coins! ClubMates Travel operates a completely cashless system. Every support person (or Carer) is equipped with an electronic Budgetly card on their phone. This eliminates the risks and logistical nightmares associated with carrying large sums of cash. As Peter pointed out, "Before Budgetly we would have to carry cash for each passenger. When we purchased anything we would receive change - notes and coins, which became very heavy to carry around”.

3. Transparency and accountability at your fingertips:

At the end of each tour, ClubMates Travel's accounts team can easily log into Budgetly to review all spending and associated receipts. This level of transparency is crucial for the financial guardians of the passengers, providing them with a clear and detailed overview of how funds were used. Peter highlighted that Budgetly fosters honesty: "It keeps passengers and financial guardians honest. Everyone knows what they have to spend - which is empowering."

4. Enhanced security and reduced risk:

The move to electronic cards has significantly enhanced security. As Peter succinctly put it, "Money cant be stolen as it has good checks and balances in place due to the Budgetly system". This built-in safeguard provides peace of mind for both the company and the individuals they support. Furthermore, the ability to turn cards on and off as needed offers another layer of control, particularly useful for staff who work intermittently or in unforeseen circumstances.

5. Flexibility and empowerment in action:

Budgetly's flexibility shines through in various scenarios. If a passenger falls ill, their budget can be instantly linked to another person, allowing support staff to purchase necessary items. Similarly, if a support crew member needs to return home urgently, their allocated budget can be immediately deactivated. Peter also raved about the speed of onboarding new individuals: "We can get electronic cards on the spot for new people in under 5min. No matter where they are in the world." This agility is invaluable in the dynamic environment of group travel.

6. Streamlined back-office operations:

The benefits extend beyond the tour itself. Before Budgetly, ClubMates Travel relied on a separate app called “IexpensieIt” to log all transactions upon returning from a trip – a time-consuming and cumbersome process. Now, with Budgetly, all financial management is consolidated into one platform, significantly simplifying their back-office operations.

Key takeaways for Tour Operators:

Peter's insights offer valuable lessons for anyone managing group travel:

• Embrace technology: Explore platforms like Budgetly that offer centralised budgeting and electronic payment solutions.
• Prioritise transparency: Implement systems that provide clear visibility into spending for all stakeholders.
• Minimise cash handling: Opt for electronic payment methods to enhance security and simplify logistics.
• Seek flexibility: Choose tools that allow for real-time adjustments and cater to unexpected situations.
• Streamline your processes: Consolidate financial management into a single, efficient platform.

By adopting a proactive and technology-driven approach to managing spending, like ClubMates Travel, you can significantly reduce administrative burdens, increase financial control, and ultimately create a smoother and more enjoyable experience for everyone on your tours. It's time to ditch the cash and embrace the power of efficient digital solutions!

Eager to learn more about Budgetly? Why not schedule a demo with us today, or watch a 10-minute recorded demo!