Business payment cards

Business payment cards are cards that employees use to pay business expenses directly.

Instead of advancing costs privately, employees use a business card with set budgets and limits.

All transactions are recorded digitally. The receipt is then added and finance can review, approve and process the expense in the accounts.

At Scan Sys this works via SimpledCard in combination with ImageCapture. SimpledCard provides the card and payment. ImageCapture supports processing, review and archiving.

Think of field staff, sales, service, project teams, management or colleagues who travel, park, book hotels, pay online or make small business purchases.

For finance teams, business cards are especially valuable when advances, loose receipts and manual expense claims take a lot of time.

Smaller companies can use business payment cards too, but this page focuses mainly on organisations that want to keep control over the spending of multiple employees.

Expense claim processing is about submitting, reviewing, approving and processing expenses in the accounts.

So one does not fully replace the other. Business payment cards mainly reduce advancing costs. Expense claim processing remains important for receipts, checks, cost centres, workflows and bookkeeping.

With SimpledCard and ImageCapture, card transactions and expense claim processes come closer together.

Business payment cards or budget cards are meant to let employees pay in a controlled way within set budgets and limits.

A credit card can be useful for international payments, hotels or travel. Business payment cards are often stronger when you want more control over spending and card management per employee, team or use case.

The exact differences depend on the provider, card type and set-up.

Physical cards are used for payments on location, on the road or during business trips.

Virtual cards are mainly used for online payments, software subscriptions, suppliers, projects or specific cost centres.

Some providers offer extra features such as multiple currencies, cashback, purchase protection or travel insurance. Whether that is available depends on the provider and the chosen product.

This solution is not primarily about virtual cards, but about business payment cards from SimpledCard linked to ImageCapture. The focus is on processing business expenses: linking the receipt, checking, approving, processing and archiving.

Depending on the set-up, card limits can be tailored to, for example, the employee, project, team, type of expense or period.

Spending limits increase the transparency of expenses. Finance sees sooner what is allowed, how much has been paid and which expenses still need review.

This helps you stay in control without having to approve every payment manually in advance.

Transactions, receipts, budgets, limits, cost centres and workflows come closer together.

Finance teams see sooner which business expenses have been made, which receipts are missing and which expenses still need to be processed.

Automatically linking transactions to receipts and expense claims can reduce manual work and increase efficiency.

This includes physical cards, virtual cards, budgets, limits, card management, transactions and adding receipts via the app.

So SimpledCard is the payment card solution.

ImageCapture is the software layer that then takes the expenses into the finance process, for example for review, processing and archiving.

Transactions are linked to the existing finance process, so expenses can be reviewed, approved, processed and stored digitally.

This way business expenses do not stay scattered across card statements, mailboxes or Excel sheets.

The strength is in the link: SimpledCard handles the payment, ImageCapture handles the administrative follow-up.

Employees add the receipt via the SimpledCard app.

Finance can then assess whether the expense is complete and correct.

Without a receipt, a transaction often remains administratively incomplete, even when the payment itself has already been recorded digitally.

ImageCapture helps you review, approve, process and archive transactions and receipts digitally into your financial process or accounting software.

Depending on the set-up, business cards can be linked to accounting software or financial systems.

During a demo we look at how this fits your accounts, payment cards and existing way of working.