Best Practices to manage Corporate Credit Cards

Indispensable. That is what corporate cards are becoming in the business world. In fact, according to a report by the Wall Street Journal, an increasing number of companies are adopting corporate card programs for their business. And the reasons are multifold. To mention a few here;

  • Finance folks can manage the cash flow better, since cash advances would become a thing of past.
  • It Improves the business credit of the company, which, in turn, will help your business grow.  
  • Employers can enjoy the incentives (rewards, cashbacks, miles, etc.) that come along with credit card usage.
  • Employees wouldn’t have to wait for their reimbursement. Just swipe the card, and they are good to go.

That said, just like a coin has two sides; if you do not keep a watchful eye on your corporate card spending, it can lead you to a world of problems. Given that corporate cards are designed to make spending easier, it is likely that your employees may be tempted to spend a little more than what you’d like them to. According to a GBTA study, that could prove detrimental to the health of your business. We at Fyle, certainly don’t want that for your business. That’s exactly why we have listed some of the best practices you must keep in mind while managing corporate cards at your company.

Set a distinction between personal and corporate card expenses:
Sometimes, employees incur personal expenses on their corporate cards, with an idea of paying the company later. Unless it is  necessary, discourage your employees from doing so. Tell them clearly what is acceptable and what isn’t. In case they record a personal expense, ensure that your Corporate card software can differentiate between the two.

Double check the expenses with proofs:
Needless to say, receipts are the best proof. Although IRS mandates receipts for expenses more than $75, it is wise to ask for them anyway. You will get a clear idea of whether your employees are spending right. It also eliminates potential fraud where employees can get away by recording numerous expenses below $75.

Issuing of corporate cards only when it is necessary:
Giving your corporate card to your employees is a sign of trust. But it is not imperative that everyone has the best intentions at heart when they swipe the card. Being one of the easiest ways to indulge in fraud, companies must provide these corporates cards to employees only when essential. If you use one corporate card for the entire team, ensure that your travel and expense management system lets you assign those expenses to the respective users.

Set limits on the spending:
Create an expense policy for your organization. Let your employees know how much they can spend on air tickets, accommodation and other types of expenses using the corporate card. Even better, employ a T&E system that notifies your employees about policy violations the moment they incur the expenses.

Monitor employees spending habits:
One of the major advantages of having a corporate card program is visibility into the spending trends of your employees. Analyze the spending pattern of your employees from the corporate card statements and bank feeds regularly. This lets you spot the erroneous expenses even before your an employee reports them.

Making your corporate card program better than ever

With an ever-growing scenario of corporate credit cards, it is rather necessary that you use an expense reporting software that can help you manage them better. With Fyle, corporate card reconciliation becomes effortless. You can assign cards to your employees, view corporate card statements, handle transaction reversals and a lot more. Along with instant reporting, policy compliance, approval workflows, and reimbursements, Fyle becomes a perfect solution to your business travel woes.

Aren’t you reporting your card expenses with Fyle yet? Learn more about how you can manage corporate cards within Fyle.


Product Marketing at Fyle. When not working, she finds solace in sleeping and cooking. For partnerships and co-marketing, send a mail to [email protected]

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