The cornerstone of effective financial strategies is managing corporate credit cards. This gives organizations the tools to enhance financial controls, streamline spend management, and foster responsible card usage. But, the role of corporate card management goes far beyond just tracking expenses.
Corporate card management encompasses various concepts, such as automation, policy adherence, and real-time visibility. This creates a dynamic financial framework that empowers employees and helps a business confidently navigate the complexities of expense management. In this article, we delve into the world of corporate card management, exploring best practices, benefits, and strategic approaches that will lead to more efficient financial management.
What is Corporate Card Management?
Wondering how to manage company credit cards? Corporate credit card management is a set of practices, processes, and policies that a business uses to oversee and manage corporate credit card usage. It involves the systematic handling of all aspects related to corporate cards, including:
- Issuance
- Monitoring
- Compliance
- Reporting
- Reconciliation
The primary goals of company credit card management are to ensure responsible usage, adherence to company policies, increased cash flow, and accurate expense tracking. Here are some key components of corporate credit card management:
Policy Development
A business needs to establish clear and comprehensive rules that outline the guidelines for card usage, allowed expenses, spending limits, reporting procedures, and the consequences of violations. This should be communicated to all employees responsible for card expenses.
Issuance and Authorization
A business must oversee who gets a card based on roles, needs, and responsibilities. Employees should obtain the necessary authorizations and approvals from relevant departments and management levels. This is also the time to determine the spending limit for each cardholder based on their job function.
Tracking and Reporting
Employees should track and report the expenses made with corporate credit cards in expense reports. Many management solutions include a mobile app for easier reporting. Establish a standardized process for company spending and reporting. This includes employees categorizing expenses and submitting relevant documents (like receipts).
Reconciliation and Payment
A business must reconcile corporate credit card statements with financial records to ensure accuracy and proper documentation. This also means credit card bills are paid in a more timely manner to avoid late fees and interest charges.
Analysis and Reporting
Analyze trends and spending patterns on corporate credit card transactions. Reports can help you gain insight into expense distribution and vendor relationships, opening the doors for cost optimization in various areas.
Additional Features of the Corporate Card Management Process
- Employee Training
- Auditing
- Security and Compliance
- Vendor Relationships
- Continuous Improvement
15 Best Ways to Manage Corporate Cards
Whether you run a startup, small business, or Fortune 500 company, corporate card expense management requires a combination of robust processes, clear policies, strong oversight, and open communication.
Here are some of the best practices to help a business effectively manage corporate cards:
#1) Provide Training
Offer training material and one-on-one sessions to educate cardholders on the proper use, expense reporting, policy adherence, and security measures.
#2) Establish a Clear Credit Card Policy
Develop comprehensive rules, allowed expenses, spending limits, and document requirements. Communicate these policies to all cardholders, including any consequences for violation.
#3) Set Spending Limits
Define all spending limits based on employee roles and responsibilities. This will help align with budgetary guidelines and prevent overspending.
#4) Authorize Employees
Only authorize team members with the relevant needs to hold corporate cards. That means not everyone has to have one. It should only include job functions that involve regular business expenses.
#5) Expense Management Tools
Use expense management software to streamline reporting, expense tracking, and the reimbursement process. Tools like the Tipalti Card enhance expense management, increase accuracy, reduce administrative workload, and streamline compliance.
#6) Require Detailed Documents
Mandate proper documentation for every transaction. This includes:
- Digital receipts
- Descriptions
- Categorization of expenses
This ensures greater transparency and more accurate reporting.
#7) Monitor Transactions
Regularly monitor transactions for accuracy, compliance, and any unusual activity.
#8) Pre-approval Processes
Implementing pre-approval processes for certain expenses is a good idea. This is particularly true for expenditures outside of typical spending limits or those that exceed predefined limits.
#9) Foster Responsibility
In order to foster a culture of responsibility, emphasize the importance of using corporate cards for business-related expenses only. Employees should always operate within corporate car company policies.
#10) Conduct Audits
Regularly conduct audits of corporate card usage to verify compliance with policies, accurate documents, and adherence to internal controls.
#11) Transparent Reporting
Provide cardholders with access to their transaction history and spending data to encourage accountability.
#12) Reward Good Use
Recognize and reward staff who always adhere to corporate card policies and contribute to responsible spending.
#13) Promptly Address Issues
Quickly address any issues or discrepancies related to card usage. Investigate and resolve concerns while maintaining open lines of communication.
#14) Support Channels
Provide a clear support channel for cardholders to report issues, seek assistance, and ask questions related to corporate card usage.
#15) Data Security
Implement strong security measures to protect sensitive data associated with card transactions both during storage and transmission.
Following these best practices ensures a corporate credit card program is managed effectively, streamlining expense management, responsible spending, and financial transparency.
Why is Corporate Card Management Important?
Corporate card management impacts a company’s operational efficiency, financial control, and compliance, helping to leverage cloud spend management. Here are the main reasons why it’s important:
Accurate Expense Reporting
Proper credit card management means more accurate recording, categorization, and reporting of expenses. This improves the accuracy of financial reports.
Budget Adherence
Corporate credit card management ensures spending is controlled and aligned with a company’s budgetary guidelines. It prevents overspending and promotes more responsible behavior.
Policy Compliance
Effective corporate credit card management ensures staff adhere to company policies regarding card usage, spending limits, and reporting. This promotes compliance and consistency throughout the company.
Fraud Detection
Monitoring and auditing corporate credit card transactions helps detect fraudulent and unauthorized activities, prevent financial losses, and maintain a company’s financial integrity.
Data Security
Proper card management includes implementing security measures to protect sensitive financial information associated with card transactions. This safeguards against identity theft and data breaches.
Vendor Management
Effective card management ensures that vendors are paid accurately and on time. This contributes to positive vendor relationships and negotiations of better terms and credit limits.
Operational Efficiency
Streamlined expense tracking, reporting, and reimbursement processes save time and reduce administrative burdens, allowing employees to focus on core business activities.
Internal Controls
Effective credit card management establishes internal controls to prevent the misuse and abuse of corporate credit cards (think personal credit or personal expenses). This enhances oversight within an organization.
Compliance Checks
Properly managed corporate card usage facilitates external and internal AP audits, ensuring transactions are accurate, accountable, and compliant.
Additional Benefits
- Financial transparency
- Employee accountability
- Cost optimization
- Policy enhancement
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Can You Automate Corporate Card Management?
Automating corporate card management aspects helps improve accuracy, streamline processes, and enhance efficiency. Automation will significantly reduce workload, ensure policy compliance, and provide real-time visibility into usage.
Here are some areas where automation can be applied to corporate card management:
Pre-approval Workflows
Set up an automated workflow for pre-approval of specific expenses. This ensures that expenses outside predefined limits or categories are approved before they are incurred.
Policy Enforcement
Automated spending limits and policy checks can be set to prevent cardholders from exceeding authorized limits or making non-compliant purchases.
Expense Tracking
A company can use expense management software that allows employees to capture receipts, categorize expenses, and submit reports digitally. These platforms automate the process of documenting expenses, ensuring accuracy and transparency.
Tipalti Expenses features corporate card integration, where you can automatically reconcile all corporate card transactions regardless of issuing entities, simplifying finance workflows. Tipalti Expenses supports integrations with Tipalti Card, Mastercard, Visa, and American Express.
Real-time Notifications
Configure automated alerts to notify managers when specific spending thresholds are reached. This enables timely intervention and oversight.
Automated Reporting
Finance teams can use automation to generate reports that provide insights into trends, spend analysis, and compliance metrics. This helps upper management make more informed decisions.
Accounting Software Integrations
Automation makes integrating expense management systems with accounting software to transfer data easier, minimizing manual entry and reconciliation.
Auditing and Compliance
Automate routine audits to identify irregularities, policy violations, and fraudulent activities. This enhances the accuracy of compliance checks.
Employee Authorization
Set up an automated employee authorization and onboarding workflow to ensure that only eligible employees receive credit cards.
Receipt Matching
Implement optical character recognition (OCR) to automatically match receipts with transaction records, reducing manual efforts.
Payment and Reconciliation
Automate the reconciliation process by matching corporate credit card statements with internal financial records,
Additional Sources for Automation
- Compliance reporting
- Vendor management
- Security and encryption
- Data analysis and insights
- Employee training
Automation helps companies achieve greater corporate card management efficiency, accuracy, and compliance. However, it’s critical a business strikes a balance between automation and human oversight. This is the best way to address any anomalies or policy changes that may arise.
Benefits of Automating Corporate Card Management
Automating corporate card management draws many benefits that enhance accuracy and efficiency. Here are some of the top advantages of automating your corporate card program:
Reduce Administrative Burden
Automation means less administrative workload for humans. This is especially true for tracking, reporting, and compliance checks.
Save Time
Automation significantly reduces manual data entry, reconciliation tasks, and approval workflows. This frees up valuable time for team members to focus on business growth and more strategic tasks.
Enhance Accuracy
Automation reduces human errors and increases accuracy. Manual data entry and calculations can all be automated, ensuring more accurate expense reporting and detailed financial records.
Streamline Auditing
One of the perks of automation is generating accurate and up-to-date reports that simplify the auditing process. This helps detect policy violations, anomalies, and potential fraud more efficiently, reducing risk and driving compliance.
Enhanced Employee Experience
Staff members benefit from a streamlined expense reporting process, reduced administrative tasks, and faster reimbursements.
Data Analysis and Insights
Automated data analysis tools provide actionable spend control insights, helping identify trends and cost-saving opportunities. Reporting tools provide detailed insights into spending habits, helping management make more informed decisions. It also ensures the timely generation of compliance reports for audits and regulatory requirements.
Policy Enforcement
Automation helps businesses enforce spending limits and expense policies, preventing unauthorized spending and policy violations.
Improved Vendor Relationships
Automated payment scheduling helps to maintain good relationships with vendors, ensuring more accurate and timely payments.
Cost Savings
Automating corporate card management reduces manual labor, paperwork, and human error, leading to more cost-saving opportunities.
Security and Privacy
Automation for business credit cards includes robust security measures to protect sensitive financial data, greatly reducing the risk of data breaches.
Additional Benefits
- Real-time visibility
- Faster approvals and reimbursements
- Consistent policy adherence
- Improved scalability
FAQs
How do you manage a corporate card program?
Managing corporate card spending involves a series of strategic steps and ongoing processes to ensure responsible usage, accurate expense reporting, and policy adherence. After you define clear program objectives, here are a few steps to take to manage a corporate card program effectively:
- Develop corporate card policies
- Choose card providers and cardholders
- Obtain authorizations and set spending limits
- Implement expense management software
- Provide employee training and support
- Monitor transactions and conduct audits
- Reconciliation and payment
- Data analysis and reporting
- Security measures and policy enforcement
- Continuous improvement
Who is responsible for corporate credit cards?
Corporate credit card responsibility is generally distributed among various stakeholders in a company. This ensures effective management, policy adherence, and financial control. Here are some of the key roles and responsibilities for corporate credit card management:
Leadership and Management
Senior executives and management are typically responsible for setting the overall tone and policies related to card use. They define the program objectives, approve policy guidelines, and provide direction for implementation.
Finance
This team oversees the financial aspects of the corporate credit card program. This includes tracking expenses, reconciling credit card statements, managing payments, and ensuring the accuracy of financial reporting.
Procurement
The purchasing department may play a role in managing vendor relationships associated with card spend. They negotiate terms and ensure timely payments.
Human Resources
HR may be involved in corporate credit card management by onboarding employees who are issued cards. They ensure that staff who receive cards meet the necessary criteria and are authorized.
Cardholders
Team members who are issued a corporate card are responsible for using them in accordance with company policies. They must always adhere to spending limits, reporting requirements, and all card policies.
IT and Data Security
These teams are responsible for implementing robust security measures to protect the sensitive financial data associated with credit cards. They also ensure compliance with data protection regulations and safeguard against data breaches.
Audit and Compliance
Compliance and auditing teams oversee policy adherence and conduct usage audits, ensuring transactions always comply with policies and industry regulations.
Additional Responsible Departments
- Expense Management
- Accounts Payable or Vendor Relations
- Communication and Training
- Internal Control
- Risk Management
Leadership and Management
Senior executives and management are typically responsible for setting the overall tone and policies related to card use. They define the program objectives, approve policy guidelines, and provide direction for implementation.
Finance
This team oversees the financial aspects of the corporate credit card program. This includes tracking expenses, reconciling credit card statements, managing payments, and ensuring the accuracy of financial reporting.
Procurement
The purchasing department may play a role in managing vendor relationships associated with card spend. They negotiate terms and ensure timely payments.
Human Resources
HR may have a hand in corporate credit card management by onboarding employees who are issued cards. They ensure staff who receive cards meet the necessary criteria and are authorized.
Cardholders
Team members who are issued a corporate card are responsible for using them in accordance with company policies. They must always adhere to spending limits, reporting requirements, and all card policies.
IT and Data Security
These teams are responsible for implementing robust security measures that protect the sensitive financial data associated with credit cards. They ensure compliance with regulations for data protection and safeguard against data breaches.
Audit and Compliance
Compliance and auditing teams oversee the adherence to policies and conduct audits on usage. This ensures transactions always comply with policies and industry regulations.
Additional Responsible Departments
- Expense Management
- Accounts Payable or Vendor Relations
- Communication and Training
- Internal Control
- Risk Management
What is the difference between a commercial card and a corporate card?
Commercial and corporate cards are payment solutions designed for business-related expenses. However, they serve slightly different purposes with distinct features. Here is a quick comparison:
Commercial Card
Uses
Typically used by companies to make payments to vendors, suppliers, and service providers. Use cases include purchasing equipment, raw materials, supplies, inventory, and services needed for operations.
Purpose
Commercial cards are designed for various business-to-business transactions. They can include virtual cards for one-time use or commercial company cards for purchasing goods, services, and subscriptions.
Transaction Types
Commercial cards are generally used for goods, inventory purchases, and supplier payments.
Scope
Commercial credit cards cover a broader range of business transactions beyond employee expenses. It often involves purchasing and supply chain management.
Benefits
Commercial cards streamline procurement, enabling companies to make more efficient and secure supplier payments. They may also come with features like cashback on business purchases or rewards programs.
Corporate Card
Uses
Corporate cards are issued to staff members for real-time expenses like business travel, entertainment, operational costs, and client meetings.
Purpose
Corporate cards primarily cover business-related expenses employees incur during their work duties.
Transaction Types
Corporate cards are used for employee expenses like flights, meals, and day-to-day business costs.
Scope
The scope of corporate cards is narrower than commercial cards. It’s typically focused solely on employee spending.
Benefits
Corporate cards streamline expense tracking, reporting, and the reimbursement process. They often come with travel-related benefits for business spend (like points).
Summing It Up
Effective corporate card management cannot be overstated in an age where agility and precision are paramount for finance teams. The multidimensional approach requires careful planning, policy formulation, advanced technology, and continuous evaluation.
A well-managed program helps streamline operations, enhance transparency, bolster vendor relationships, and empower employees to seamlessly navigate business responsibilities.
As companies evolve and adapt to new challenges, corporate credit card management will continue to improve accuracy and efficiency. By implementing best practices and leveraging automation, a business will be better equipped to thrive in today’s dynamic corporate landscape.
To facilitate effective corporate card management, you need a holistic approach to accounts payable. Explore Tipalti Card to see if full-fledged automation is right for your business.
