Let’s face it—managing employee expenses is no one’s idea of a good time. Piles of receipts. Confusing reports. Endless approvals. Ugh. That’s why smart businesses are turning to employee expense cards. These cards make the process simple, fast, and fun (yes, really!).
But there are so many choices out there! Which one should you pick?
Don’t worry. We’ll walk you through it step by step. Choosing the best employee expense card can be easy and even a little exciting.
What Is an Employee Expense Card?
An employee expense card is a prepaid or credit card given to employees for business-related purchases. Rather than asking them to pay out of pocket and request a reimbursement, companies load money onto a card directly.
This means:
- No more out-of-pocket spending
- Instant tracking of purchases
- Better control of budgets
Sounds like a win-win, right?
Why You Need a Good One
If you choose the wrong card, you’re back to square one. Confused employees. Lost receipts. Overspending. Yikes.
The right card, though, can save your company time and money. Plus, your finance team will love you forever.
What to Look for in an Expense Card
Let’s break down the essentials. When shopping around for an expense card, look for these key features:
1. Real-Time Tracking
You should be able to see every transaction instantly. No guessing. No waiting. Just clarity.
2. Spending Limits
Want to make sure your team doesn’t go wild in the office supply store? Set daily, weekly, or monthly limits easily!
3. Easy-to-Use App
If it feels like math homework to use the app… Hard pass. The best systems are simple and even—dare we say—fun to use.
4. Receipt Capture
The best cards let you take a photo of the receipt and match it to the transaction. Bye bye, paper chaos!
5. Integration with Accounting Software
Choose a card that plays well with QuickBooks, Xero, or whatever you use. It’ll make closing the books way faster.
6. Security Features
Lost card? You should be able to freeze it instantly. Got fraud alerts? You want those built in.
Also, bonus points for cards that let you create virtual cards for one-time online purchases. Fancy and safe!
Top Picks in the Market
Here are some frontrunners when it comes to business expense cards:
- Ramp: No fees, instant approvals, tons of automation.
- Brecht (just kidding, that’s a philosopher)—we meant Brex: Great for startups and easy scaling.
- Divvy: Super user-friendly with smart budget controls.
- Emburse: Fantastic if you need advanced approval workflows.
- Spendesk: Loved in Europe, growing fast globally.
Each of them has cool features, but they’re not all the same. It’s like choosing between tacos and burgers—different deliciousness!
How to Choose the Best One for Your Company
Ask yourself these questions:
- How many employees need cards?
- Do we need physical cards, virtual cards, or both?
- What’s our monthly travel or expense volume?
- Do we want detailed approval flows?
- Do we need international support for global teams?
Get clear on your needs, then match them to the features offered.
Tips for a Smooth Rollout
Once you’ve picked the perfect card, don’t just toss them at employees and say, “Good luck!”
Instead:
- Train your team. Show them how the card works and what it can (and can’t) be used for.
- Set spending rules. Make sure everyone’s on the same page.
- Track usage. Keep an eye out to catch any issues early.
With a smart rollout, your team will be using those cards like pros in no time.
The Bottom Line
Choosing the best employee expense card doesn’t have to be overwhelming. Think about your needs, compare your options, and pick the one that fits your company vibe.
It’s a small tool that can make a huge difference.
So go ahead—ditch the paper receipts, give your accountant a break, and make expense management something to smile about.
Your future finance self will thank you!