Expense management for Australian businesses

Still chasing receipts and reimbursements at month-end?

Manual expense admin costs a finance team hours every week, and nobody knows what's been spent until the statement arrives. Budgetly gives every employee their own Visa card with a real-time budget behind it, captures the receipt at the till, and sends the coded transaction to Xero.

Book a demo Start 14-day free trial

A 30-minute walkthrough with our Australian-based team, focused on how your team spends now.

No commitment, and no obligation to buy.

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  • A card and a budget per person
  • Receipts captured at the till
  • Xero, already coded
A Budgetly Visa business debit card beside a phone running the Budgetly app, showing the card's team budget with the amount spent and the amount still available
The card each person carries, and the budget that decides what it can spend.
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Bawinanga Aboriginal Corporation replaced store cards and petty cash across 200+ employees, and reported saving 38 hours a week. See the results across our customers

ROI Calculator

What is the manual work costing you?

Four numbers about your own team, and an estimate of the hours and dollars going into expense admin every month.

Instant estimate. Based on thousands of Australian businesses like yours.

Estimates only, based on an 80% reduction in manual processing time (per Budgetly customer results) and the figures entered below. Not financial advice.

About your business

min
$

Your potential impact

64 hours per month 768 hours per year
$42,240 per year In admin and labour costs
14 days to pay for itself Time for your savings to cover the Essentials plan
Pressure-test this on a demo →
Receipts

The receipt is captured at the till, not chased three weeks later

Someone paid out of pocket three weeks ago, the receipt is in a coat pocket, and finance can't close the month until it turns up. Budgetly prompts for the receipt the moment the card is tapped, or staff forward one by email, and automatic reminders chase whatever is still outstanding.

  • Receipt prompt on the phone at the moment of purchase
  • Or forward it by email and it attaches itself
  • Receipt status visible on every transaction
  • Automatic reminders chase what's missing, so you don't
Budgets

The budget declines the purchase instead of reporting it

Every Budgetly card spends from a budget you set, with its own limit, and the decision happens at the terminal rather than on next month's statement. The cardholder sees what's left before they spend, and finance doesn't find out about an overspend after the money has gone.

  • A budget per team, project, site or card
  • One-time, weekly and monthly budgets on every plan
  • Individual spend limits on every card
  • Approval workflows for card spend, top-ups and limit changes
  • Top up, reduce or freeze a card in one tap
Declined
The Good Guys
Jake Torres · Field Supervisor
$2,199
Budget: $340 remaining (exceeded) Approval required: over $1,000
Blocked at terminal · Finance notified · 0.3s
Officeworks Parramatta
Sophie Williams · Marketing Coordinator
$84.50
Without Budgetly: That $2,199 shows up on next month's statement. Nobody remembers why.
Accounting

The transaction arrives in Xero already coded

A bank feed gives Xero an amount and the words VISA PURCHASE, and someone matches it to a receipt and an account code by hand, every month. Budgetly sends the merchant as a contact, the account coded, the GST extracted and the receipt attached.

  • Direct two-way Xero integration on every plan
  • Review and sync up to 100 transactions at once, or automate it
  • Filter by person, budget or date
  • CSV export in MYOB and QuickBooks compatible formats

Automatic categories and GST extraction are part of AI Bookkeeping, an optional add-on.

See how the Xero integration works
Budgetly category settings mapping transaction categories such as Advertising and Freight and Courier to matching Xero accounts
Category mapping for the Xero integration.
Not ready for a call?

See Budgetly in 10 minutes

A recorded walkthrough of cards, budgets, receipts and bill payments, and how it all gets into your accounting software. Watch it now, then book a time when you're ready.

Watch the 10-minute demo
Customer results

The same result, across very different businesses

Bawinanga Aboriginal Corporation

Aboriginal corporation in West Arnhem Land, 200+ employees

Reported result

38 hours

a week saved on manual admin

What changed
  • Was on store cards, Auspost cards and petty cash
  • Store card data arrived from a third party at month-end
  • Now issues its own cards at the click of a button

“We've saved a full 'full-time employee' each and every week!”

Deborah Jackson, Senior Finance Officer
Read the full story

Strive Community Care

Community services across Queensland, supporting families and children

Reported result

40 hours

a month saved on administration

What changed
  • Staff and social workers buying on behalf of communities
  • Cards identifiable by individual cardholder name
  • Flexible weekly house budgets, with overspending limited

“After we had the demonstration with the Budgetly team, I was sold straight away. It solved all the gaps we were experiencing with the other providers.”

Ryan Dempsey, Co-Founder and Director
Read the full story

See what it would give back to your team.

Book a demo Start 14-day free trial

Want to see it first? Watch the 10-minute recorded demo

Results as reported by each customer in their published case study.

What that adds up to across the base

Reported by Budgetly customers and measured across the full customer base.

80%
less time on admin Up to 80% reduction in manual expense processing time, based on customer results.
75%
faster month-end Faster month-end reconciliation, based on customer results.
99%
stay with Budgetly Customer retention, measured across the full Budgetly customer base.

You get the time back in about a week

No implementation project and no professional services bill. Personalised onboarding and training are included on every plan.

  • See it on your own setup

    Bring your team size, how people spend now and the accounting software you use, and we’ll focus the walkthrough on the parts that matter to you.

    Book a demo

  • Explore the software yourself

    Start a 14-day trial to look through Budgetly, create budgets and add your team. No credit card required.

    Start 14-day free trial

Want to see it first? Watch the 10-minute recorded demo

The trial is a software evaluation. Live cards and transactions start once you’re on a paid plan and your business has passed the compliance checks.

Getting to live spending

  1. Issue your first card in seconds

    Virtual Visa cards issue instantly into Apple Pay or Google Pay. Physical cards arrive by Australia Post in about 3 days, and you can bulk-issue the rest of the team from a CSV.

  2. Create a budget for your team

    Set a limit per team, project or card. Every transaction is checked against the budget before it’s approved.

  3. Connect your accounting software

    Link Xero and map your categories, or set up CSV exports for MYOB and QuickBooks. See how the Xero integration works.

What it costs

Essentials

A$99 per month, billed annually

Excludes GST. A$119 a month billed monthly.

Included in Essentials

  • 4 physical or virtual cards
  • Unlimited users, payments and support
  • Budgets and spend controls
  • Receipt capture in the app
  • Xero integration and accounting exports
  • Personalised onboarding and training

What changes the cost

  • Your card count. Each card beyond the four included is A$10 a month.
  • Your plan. Premium is A$279 a month billed annually with 10 cards, and adds receipt auto-matching, custom tags and a dedicated account manager.
  • AI Bookkeeping (optional). Automatic categories and GST extraction, from A$29 a month by transaction volume.

Not sure how many cards you'd need? Work it out with us.

Book a demo Start 14-day free trial See all plans and fees

Want to see it first? Watch the 10-minute recorded demo

Questions before you book

What happens in a Budgetly demo?
About 30 minutes on a video call. One of our Australian-based team walks you through the platform live and answers your questions. Tell us how your team spends now and what accounting software you use, and we’ll focus the time on the parts that matter to you. Bring whoever owns expenses, usually finance, operations or the business owner. No commitment.
How much time do businesses actually save?
It varies with team size and how much manual admin you’re replacing, and the range is wide. Bawinanga Aboriginal Corporation saved 38 hours a week after replacing store cards and petty cash across 200+ employees. Somai Pharmaceuticals cut 8 hours a month off reconciliation. On average, customers report up to 80% less time spent on manual expense processing. The calculator above estimates it for your own numbers rather than an average.
How long before we see the time back?
Most teams are live within a week. Connect Xero in minutes, issue your first virtual card instantly, and bulk-issue the rest of the team from a CSV. Physical cards arrive by Australia Post in about 3 days. Personalised onboarding and training are included on every plan, so there’s no implementation project to resource.
What if our staff don't use it properly?
It’s usually less work than what it replaces, which is the main reason it sticks. Staff tap a card instead of paying out of pocket and filing a claim, and the receipt is a photo at the till rather than a form at month-end. The app is on iOS and Android, and 99% of our customers stay with us year over year.
Does Budgetly replace reimbursements entirely?
Yes, that’s the point of giving everyone their own card. Instead of employees paying out of pocket and waiting to be reimbursed, each person has a Visa debit card with a pre-set budget. There’s nothing to claim back because nothing was paid out of pocket.
How is spending funded?
You transfer money from your business bank account into your Budgetly account and your team spends from that balance. These are Visa debit cards, not credit cards, so there’s no interest, no credit check and no personal guarantees. Deposits must come from a business bank account in your registered business name.
Should we book a demo or start the free trial?
Book the demo if you want to see how this would work against the way your team actually spends, or if someone else has to sign it off. The trial is a software evaluation: you can set up budgets and add your team, but live cards and transactions only start once you’re on a plan and your business has passed the compliance checks. Book a demo or start the free trial.

Put a number on it, then see it working.

A 30-minute walkthrough with our Australian-based team, focused on how your team spends now and the accounting software you already use.

Book a demo Start 14-day free trial

Want to see it first? Watch the 10-minute recorded demo

30-minute personalised walkthroughNo commitment requiredRated 4.9/5 on CapterraAustralian-based team