Companies today are requesting tools to ease administration, more than ever before.
TL;DRCompany credit cards paired with Acubiz create a near-automated expense process: card transactions import directly into the platform, receipts are attached automatically, and approvals happen in minutes rather than days. Acubiz outlines four reasons to issue company cards to employees: time savings, full expense visibility, fraud protection through the Company Policy Manager, and simplified VAT recovery.
Company credit cards are a great way to ease administration, and there are even more reasons to issue company credit cards to employees.
Here are our top 4 list of reasons to issue company credit cards.
How long does it take every time your company has to pay an invoice? There can be many steps involved in paying an invoice: registering, manual entries, archiving etc. All of this takes time.
However, if your employees use credit cards to pay for expenses, and then use Acubiz to take a picture of the receipts and register the payment, it only takes a few seconds from when you start till it’s all done. That’s it!
Card transactions are imported directly to your Acubiz EMS, where the relevant receipts are attached automatically. After that transactions are ready to be approved, and quickly you are on to the next thing.
In particular, there is a lot time to save if you use credit cards for services employees frequently use eg. toll fees, brobizz, parking services or subscription services. Because transactions are imported automatically, there is next to no manual work involved, which eliminates human errors, and oversights AND it saves time.
TIP: If you use Fast Track, users can send transactions for approval directly from their mobile devices. As a result users save even more time! Contact us if you want to know more!
All card transactions contain detailed information about the expense, allowing you to see exactly what has been spent, where and when.
The receipt is automatically attached to the payment, which gives you a full overview and certainty that all expenses contain the correct information. This means that you can easily get insight into what a project or a trip has costed. It also means that you are protected against fraud and misuse.
TIP: In Acubiz EMS 6.5, we launched the function “Company Policy Manager”. This gives you the ability to set rules for individual employees’ use.
With company issued credit cards, employees do not have to pay in advance and wait for a reimbursement. Instead purchases are made directly on company accounts. This means that employees don’t have to worry about when they will get their money, interest rates in the meantime or what exchange rate their advance will be reimbursed at.
This can mean a lot to the individual employee, and it may also greatly affect how satisfied they are with working for your company.
Credit cards are the safest way for you to pay when making a transaction involving distance selling. You are more secured in case of i.e. fraud or bankruptcy.
This is because you can reverse a transaction by getting a so-called chargeback. You can recieve a chargeback if i.e. the product is damaged, the seller has charged too much money or the company has gone bankrupt.
Contact us if you want to know how we can help your business or book a free online demo to learn more.
Frequently Asked Questions
How does Acubiz handle company credit card transactions automatically?
Card transactions from company credit cards are imported directly into Acubiz without manual data entry. The platform matches the transaction to the correct employee, attaches the receipt, and routes it for approval. For recurring services like toll fees, parking subscriptions, and SaaS tools, transactions are processed with essentially no manual work involved.
What are the four main benefits of issuing company credit cards and connecting them to Acubiz?
The post identifies four reasons: first, significant time savings through automatic transaction import and receipt matching; second, full visibility into what is spent, where, and when; third, fraud and misuse protection through the Company Policy Manager, which enforces spending limits and flags violations; and fourth, faster VAT recovery through complete and correctly documented expense records.
What is the Acubiz Company Policy Manager?
Company Policy Manager is an Acubiz feature that lets finance teams define and enforce spending rules automatically. These can include per-employee amount limits, category restrictions, and randomized compliance checks. If an expense violates policy, the system flags it before it reaches the approver, catching both accidental overspending and intentional fraud attempts.
Can employees approve card transactions from their mobile phone?
Yes. With the Acubiz Fast Track feature, users can submit card transactions for approval directly from their mobile device. This is particularly useful for employees who are frequently out of the office, as it prevents a backlog of unapproved transactions from building up while they are on the road.