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The turning point came when Collins SBA sat down to rationalise their technology stack. Reviewing what they actually used versus what they were paying for was straightforward enough but managing and cancelling the subscriptions they no longer needed was anything but.
They were running dozens of software subscriptions on standard bank-issued cards. When it was time to cancel something, there was no clean way to isolate it - everything was tied to the same card, making it hard to track what was active, what was dormant, and what was quietly charging in the background.
With staff working remotely across different locations, sharing card details over the phone or Teams had also become both a logistical and a security problem. And as the team grew, the problem only compounded.
"If someone leaves and they've got the traditional card number, how do you contain it? You cancel your card and everything that goes with it and start all over again every time. As the team grows, you get more employees - that becomes nigh impossible to manage on a traditional plastic card."
— Jono, Collins SBA
Nobody could keep track of who had card numbers, who'd spent what, or whether an invoice had been reconciled. Every month end triggered the same frustrating ritual: a round-robin email chasing receipts, invoices, and explanations.
"There used to be an email going around - these are all the things that haven't been reconciled, who's got the invoices for this? It's just admin. You think about the time - at management level, employee level, even executive level - that gets sucked into what is really unnecessary admin."
— Jono, Collins SBA
For travelling staff, expenses meant a familiar cycle: spend your own money, keep the receipts, submit through Xero, and wait. It worked, but it added friction for employees and admin overhead for the business that simply didn't need to be there.
Collins SBA had been using Weel for some time when the value of the tool came up organically in a conversation with their marketing team at Hunt and Hawk. They were discussing the challenge of managing software subscriptions and Jono mentioned how Weel had changed their approach - today Collins SBA runs 46 active subscriptions through Weel, each with its own dedicated virtual card. At a glance, they can see exactly what's being spent where, and when a subscription needs to be cancelled, it's a clean, isolated action rather than untangling everything from a shared card. It was a word-of-mouth moment that reflected just how embedded Weel had become in how they operate.
"We could actually have a Weel card for every single subscription. We know what's being spent where - and if we want to cancel that subscription, it's easy to identify exactly what to action rather than having to untangle everything from a single card."
— Jono, Collins SBA
Beyond subscriptions, the team has set up budgets across the business - from travel and marketing activities to team events, Friday drinks, and social committee spend. Each person has their own card per budget, with a clear limit, and visibility in Xero. For team spend, Weel virtual cards replaced the reimbursement workflow entirely. When someone travels or needs to spend for work, the business spins up a card with a defined budget - no out-of-pocket expenses, no reimbursement paperwork, no waiting until payroll.
The model also solved the security and offboarding problem cleanly. When a staff member joins, they get their own card. When they leave, that card is cancelled - with no impact on anything else. As the team grows across locations, spend visibility scales with it.
Because Collins SBA already runs on Xero, the integration was seamless. Every transaction flows directly into their existing ecosystem, eliminating the reconciliation guesswork that used to define month end.
The impact wasn't just operational - it changed the culture around expense management.
Chasing receipts and reconciling spend had always been a tThe Challenge: Subscriptions, shared cards, and a mountain of admin
The turning point came when Collins SBA sat down to rationalise their technology stack. Reviewing what they actually used versus what they were paying for was straightforward enough but managing and cancelling the subscriptions they no longer needed was anything but.
They were running dozens of software subscriptions on standard bank-issued cards. When it was time to cancel something, there was no clean way to isolate it - everything was tied to the same card, making it hard to track what was active, what was dormant, and what was quietly charging in the background.
With staff working remotely across different locations, sharing card details over the phone or Teams had also become both a logistical and a security problem. And as the team grew, the problem only compounded.
"If someone leaves and they've got the traditional card number, how do you contain it? You cancel your card and everything that goes with it and start all over again every time. As the team grows, you get more employees - that becomes nigh impossible to manage on a traditional plastic card."
— Jono, Collins SBA
Nobody could keep track of who had card numbers, who'd spent what, or whether an invoice had been reconciled. Every month end triggered the same frustrating ritual: a round-robin email chasing receipts, invoices, and explanations.
"There used to be an email going around - these are all the things that haven't been reconciled, who's got the invoices for this? It's just admin. You think about the time - at management level, employee level, even executive level - that gets sucked into what is really unnecessary admin."
— Jono, Collins SBA
For travelling staff, expenses meant a familiar cycle: spend your own money, keep the receipts, submit through Xero, and wait. It worked, but it added friction for employees and admin overhead for the business that simply didn't need to be there.
Collins SBA had been using Weel for some time when the value of the tool came up organically in a conversation with their marketing team at Hunt and Hawk. They were discussing the challenge of managing software subscriptions and Jono mentioned how Weel had changed their approach - today Collins SBA runs 46 active subscriptions through Weel, each with its own dedicated virtual card. At a glance, they can see exactly what's being spent where, and when a subscription needs to be cancelled, it's a clean, isolated action rather than untangling everything from a shared card. It was a word-of-mouth moment that reflected just how embedded Weel had become in how they operate.
"We could actually have a Weel card for every single subscription. We know what's being spent where - and if we want to cancel that subscription, it's easy to identify exactly what to action rather than having to untangle everything from a single card."
— Jono, Collins SBA
Beyond subscriptions, the team has set up budgets across the business - from travel and marketing activities to team events, Friday drinks, and social committee spend. Each person has their own card per budget, with a clear limit, and visibility in Xero. For team spend, Weel virtual cards replaced the reimbursement workflow entirely. When someone travels or needs to spend for work, the business spins up a card with a defined budget - no out-of-pocket expenses, no reimbursement paperwork, no waiting until payroll.
The model also solved the security and offboarding problem cleanly. When a staff member joins, they get their own card. When they leave, that card is cancelled - with no impact on anything else. As the team grows across locations, spend visibility scales with it.
Because Collins SBA already runs on Xero, the integration was seamless. Every transaction flows directly into their existing ecosystem, eliminating the reconciliation guesswork that used to define month end.
The impact wasn't just operational - it changed the culture around expense management.
Chasing receipts and reconciling spend had always been a thankless task. The person responsible was inevitably seen as the office bad cop, and the whole process carried a negative charge. Weel shifted that dynamic: the system does the chasing, not a colleague.
The security exposure from shared card numbers is gone. There's no more emailing card details, no uncertainty about who has access to what, and no card cancellation cascade when someone leaves.
For travelling staff, the change was immediately felt. Instead of fronting their own money and hoping for timely reimbursement, they receive a Weel card with a set budget - giving them agency and flexibility, while keeping the business in control.
"We can spin up a Weel card if someone's travelling - here's your budget, here's a Weel card. Spend it wisely. There's less admin involved for both the employee and the business, and more flexibility."
- Jono, Collins SBA
Month end reconciliation - once a source of friction and follow-up - now runs cleanly through the Xero integration, with clear visibility on who spent what and where.
Collins SBA has invested deliberately in technology - including AI embedded across their client advisory workflows - because they believe their team's time is best spent with clients, not on admin. Weel sits alongside that same thinking: remove the friction, reduce the overhead, and free people up to focus on the advice, relationships, and business decisions that their clients actually need them for.
After several years using Weel, their verdict is simple: looking back at how they operated before, the time wasted and security risk involved was significant. And now, as active partners, they're recommending Weel to their own clients - because the business case is one they've lived themselves.
"If our clients can start getting those same benefits — time back, reduced admin — that's a win for everyone."
— Jono, Collins SBA
Collins SBA is a Weel partner, helping Australian businesses access modern expense management tools as part of a best-practice tech stack.
