The challenge

For years, managing team and travel expenses was a complex and time-consuming process.

• Dozens of physical bank cards were issued to team managers, each with unique PINs and account details that had to be distributed, tracked, and reclaimed after trips.
• Budget control was limited - if a manager overspent while interstate, there was no way to fix it on the spot. They often used their own personal credit cards, leaving them out of pocket until reimbursements were processed.
• Paper receipts piled up - managers would return with suitcases full of receipts (often missing or incomplete), leaving the finance team with weeks of manual reconciliation work.
• Cash withdrawals caused confusion - unspent funds were sometimes withdrawn and split between teams, creating tension between parents and adding complexity for auditors.

The entire process drained staff time, created avoidable conflict, and distracted volunteers from what they were really there to do: support players.

The solution

Weel gave Basketball Victoria a single, flexible platform to replace dozens of disconnected manual processes.

• Virtual team cards issued in seconds – no more chasing or distributing physical cards.
• Budgets set before each trip – and instantly adjusted if circumstances changed.
• Real-time control – if a team was about to go over budget, Ben could increase the limit instantly, right from his phone.

“I’ve had managers call me at the checkout with 20 hungry kids waiting outside, saying they’d overspent their budget. With Weel, I can increase it instantly. Before, I’d have to transfer money and wait three days for it to clear. Now it’s solved on the spot.”
- Ben Pahl, COO, Basketball Victoria

Receipts now flow directly into MYOB with transactions already matched — no more manual reconciliation marathons or chasing missing paperwork.

Most importantly, the risk and confusion around cash withdrawals have disappeared, giving both management and auditors far greater peace of mind.

The impact

The transformation has been immediate and measurable:

• 80% faster reconciliation – saving the finance team an estimated 10+ hours per month.
• Up to $10k in cost savings annually – through better budget control and reduced manual effort.
• Zero card chaos – no more PIN resets, lost cards, or forgotten balances.

For team managers and volunteers, the difference is night and day:

• No one is left out of pocket or waiting weeks for reimbursement.
• Budgets are visible and controlled from day one.
• Tech-shy volunteers find the process simple and stress-free.

“Instead of managers coming back with a suitcase full of receipts, it’s all automatic. It’s been a bit of a lifesaver for me personally and directly affected my role positively.”
- Ben Pahl, COO, Basketball Victoria

Why Basketball Victoria recommends Weel

“I’m always here to promote Weel and share the story. It’s solved problems for us and I know it can do the same for other associations.”
- Ben Pahl, COO, Basketball Victoria