From friction to flexibility: How Billini modernised spend with Archa and ProSpend

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The Challenge

Outgrowing legacy systems

Before adopting Archa, Billini was already using ProSpend for card expense management, but their corporate card program remained with a major Australian bank.

While transactions flowed into ProSpend, limitations in the card program made it harder to manage limits, issue cards, and support day-to-day operations.

Key challenges included:

• Inflexible bank systems
  Managing card limits was difficult and making changes was slow, which made it harder to respond to day-to-day business needs
• Frequent fraud disruptions
  Cards were often blocked due to overly sensitive fraud controls, creating friction for travelling staff
• Limited card functionality
  No ability to issue virtual cards or quickly assign cards when needed
• Lack of spend visibility
  Transactions lacked clarity, making it harder for finance to understand how spend was allocated and tracked
• Manual overhead
  Reconciliation and finance workflows were still constrained by the card provider, requiring additional reviews and follow-ups

“The banking platforms were old and not very flexible… especially when it came to overseas spend and managing limits.”
— Geoff Greenberg, Billini

For a business with a globally mobile workforce, these limitations became increasingly difficult to manage.

The Solution

Extending ProSpend with a more flexible card program

Billini was already using ProSpend to manage expenses and capture spend. Introducing Archa allowed them to strengthen the card layer and align it more closely with their existing finance workflows. The decision was driven by a combination of operational and commercial factors:

• Stronger control over spend with ProSpend

Policies, approvals, and coding applied at submission ensured transactions were captured correctly, with a clear audit trail and less manual rework

• Flexible card management with Archa:

The ability to issue cards quickly, adjust limits in real time, and support day-to-day business needs without delays

• Improved support for international spend

Competitive FX rates for international spend and fewer disruptions for travelling employees

• Rewards and benefits:
  Improved commercial terms, including rewards and working capital benefits

Billini adopted Archa early as part of the ProSpend partnership, recognising the combined value. Archa strengthened how cards were managed, while ProSpend ensured spend was controlled, captured, and processed consistently across the business. 

Implementation

Fast rollout with minimal friction

The transition to Archa was smooth, with only minor adjustments required early on, which were resolved quickly by the Archa and Prospend teams working together.

• Archa cards were set up and issued quickly across teams
• Existing ProSpend processes remained unchanged
• Card rollout was straightforward and well received

“The onboarding was very smooth… any issues were addressed quickly.”
— Geoff Greenberg, Billini

Adoption across the business was immediate, with employees able to use the new cards without additional training or process changes.

The Results

Since implementing Archa alongside ProSpend, Billini has seen tangible improvements across finance operations and employee experience.

1. Reduced admin and easier reconciliation

• Month-end processes are simpler and more efficient
• Less manual effort required from the finance team
• Improved flow of transactions into ProSpend

“Month-end reconciliations have been very good compared to the traditional Big 4 bank.”
— Geoff Greenberg, Billini

2. Real-time visibility and control

• Clear, real-time view of spend across teams
• Reduced reliance on month-end processes
• More proactive financial management

3. Flexible card management (a standout benefit)

The ability to instantly increase or decrease limits emerged as a game-changing feature.

• Limits adjusted instantly as business needs changed
• Cards issued quickly for employees and suppliers
• Flexibility achieved without disrupting finance workflows

“Transparent and flexible control over card management has been extremely beneficial, saving us time and removing non value-adding activities.”
— Geoff Greenberg, Billini

4. Strong commercial impact

Beyond operational improvements, the financial benefits were significant:

• Low FX fees, delivering meaningful cost savings
• Rewards earned on spend (previously unavailable)
• Unsecured facility, freeing up working capital

“The commercial value was a key driver… particularly FX savings and working capital benefits, saving us thousands annually.”
— Geoff Greenberg, Billini

5. Works seamlessly alongside existing systems

Archa works effectively alongside ProSpend in day-to-day operations, supporting a smoother and more efficient spend management workflow, without requiring complex system changes.

“The combination has been seamless… the systems work well together.”
— Geoff Greenberg, Billini

The Outcome

Billini now operates with a modern, flexible spend management setup that reduces friction across both finance and employee workflows.

The combination of Archa and ProSpend has enabled the business to move away from legacy constraints toward a more scalable, efficient approach to managing spend.

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About Archa

Archa is a corporate card and spend management platform for high-growth businesses: allowing teams to issue instant virtual and physical corporate cards, automate the reconciliation of expenses into accounting systems, locate duplicate subscriptions, and access liquidity without a personal guarantee. Archa provides its solution directly to businesses across Australia, and through an embedded offering for retailers, non-banks, banks, and marketplaces looking to make B2B purchasing easier for their customers.

Simply put, Archa makes managing team spending effortless for high-growth companies. Archa’s mission is simple: help business owners save time and money while empowering their teams to focus on what they do best. Archa is a fast-growing team of 25, based primarily in Melbourne, Australia.

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About ProSpend

ProSpend is the leading Australian-built unified spend management platform for growing ANZ mid-market businesses. It gives finance teams greater control over business spend across expenses, accounts payable, cards, purchase orders, budgets, travel and approvals.

By bringing spend controls, approvals, audit trails and visibility into one connected workflow, ProSpend helps teams replace manual processes, spreadsheets and disconnected tools. Finance leaders can see committed and actual spend more clearly, reduce processing time and strengthen compliance before money leaves the business.

Built for mid-market organisations with 50 to 1,000 employees, ProSpend supports Australian GST and FBT requirements and integrates with more than 30 finance systems, including Xero, MYOB, Sage and NetSuite.

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