How are charities using digital solutions to operate more effectively?

The pandemic has left a lasting impact on the charity sector. Traditionally, many day-to-day tasks have been carried out on a manual basis, but Covid-19 has put paid to this practice.

As such, charities have started to look to technology to help them overcome some of the more basic tasks that help keep the wheels of the organisation turning.

One of the ways in which the charitable sector has been able to do this is with the support of expense management software providers. Implementing digital processes has enabled charities to work around particular jobs in order to prevent the spread of Coronavirus. 

By replacing conventional paper-based activities with digital solutions, the potential risks associated with the much-needed work of charities have been avoided.

Taking cash out of the equation

In the first instance, services like shopping for the elderly or vulnerable tend to require volunteers to handle hard cash. Expense management platforms remove the need for charity volunteers, and the people they care for, to exchange money.

Using a smart Mastercard, similar to a debit card, volunteers can still do the weekly shop for the people in their care. This prevents money changing hands, providing a safe and convenient way of continuing the good work without putting anyone in harm’s way.  

Flexibility and control

Because some volunteers may help more than one person, expense management platforms have a facility to independently set the spending limit on each Mastercard.

Although the card can be used anywhere and at any time, the charity does have the control to be able to restrict the venues at which the money on each card can be spent. For example, it may want to prevent the card from being used at ATMs, in pubs or on certain days.

Transparency on the move

Details of expenses for each lot of shopping, or chores, can be uploaded to a mobile app with accompanying photos of receipts as they happen, making transactions transparent.

In the event volunteers need to pay for goods out of their own money, they can enter expense claims quickly and easily. Once the information is logged on the system, the claim can be verified and approved in real-time. 

Going the extra mile

Another advantage of using a digital expense platform is the ability for volunteers to log the milage they do on behalf of the people they care for.

A mileage tracking feature allows separate journeys to be input by the volunteer, the distances of which are then calculated via Google Maps. Once these have been identified, fuel allowances are applied according to HMRC regulations.

Support now and in the future

There’s been much discussion in the media about the lack of technology skills in the charity sector. This has not gone unnoticed and expense management software providers, like Expend, provide charities with support and free training for their employees.

Helping charities to harness technology, so they can get the best out of the unusual times we live in, has meant that those who most need the help of these organisations don’t fall between the cracks.

Read more about Expend's solution for charities and non-profits here.