Step by step
From a new card to a closed month.
Set the limits when you issue the card. From then on the card does the policing, and the spend arrives in your books already sorted.
What a limit stops comes out here. The rest goes through, and lands in your books.
01
Issue the card
To a person, a crew, a location, or one purchase.
02
Set what it can do
How much, where it can be used, and how often. Each card gets its own rules.
03
Your team buys what it needs
Inside the rules, the purchase goes through. Outside them, it declines, in the shop or online. No approval to wait on.
04
The receipt and the coding follow
The receipt is captured at purchase, and the charge lands in your books coded. The month closes from there, not from a pile.
The best expense policy is the one you do not have to enforce.
Put the limit on the card and the register says no for you, before the money has gone.
Works with
Where your team already spends.
Your operating account
Cards draw on the same balance your sales land in.
Your accounting system
Spend goes across on a schedule, already sorted. Your bookkeeper is not keying in charges by hand.
Vendors and subscriptions
Give each subscription its own card with a monthly cap. If the price creeps past it, the renewal declines and you hear about it first.
Crews and locations
A card per site or crew, with a limit sized to it. The manager has what they need and no more.
Why it matters to you
Three things that stop happening.
The surprise charge
Nothing outside the card's limit gets through, so there is nothing to find on next month's statement. The card said no at the register.
The receipt hunt
Receipts are captured at purchase, while the person still remembers what it was for. Month-end stops being a chase.
The pile to sort
Spend lands in your books already coded to your chart of accounts. Your bookkeeper closes the month instead of sorting it.
Is this you
If the statement is where you find out.
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