Easy payments with smart payment cards
Employees’ business expenses often cause a great deal of inconvenience: advance costs, receipts, expense claim forms, approval, reimbursement and errors.
Payment cards combined with smart software gives employees the freedom and ease to make expenses for the organisation, while the cards are fully controlled by the organisation. This helps create greater control and oversight
The advantages of using Cash & Card for expenditures
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Full control of all expenses
The payment cards can be fully managed by the organisation itself. That way, the organisation has control over all expenses: the name, available budget, PIN codes and withdrawal limits, everything can be changed as desired in real-time.
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Direct insight into all expenses
Whereas expenses previously only become clear once claimed, payments are processed in the financial package straight away with the Spend Cloud. This offers real-time insight into all business expenses.
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Less hassle for employees
Employees no longer need to advance any expenses. Filling out expense claim forms and waiting for reimbursement is also a thing of the past. It is also very easy to upload receipts straight away via the app.
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Card, cash, creditcard or online payments
The Spend Cloud facilitates and keeps track of payments made by card, with cash, creditcard AND online payments. It offers a solution for whatever stage your organisation is at: ready to go cashless or not. View all expenses in one summary page, even if you still have to use expense claims for exceptions. Learn more about this unique combination on the Spend Cloud Expense page.
More information
View all the benefits of Cash & Card for both controller and employees in a fact sheet.
Cash & Card, how does it work?
1. Upgrading
It starts with a request for payment cards for employees and teams. You decide the name and balance on the card. There are three ways to upgrade the cards:
1. Periodically: a recurring upgrade, which can be scheduled according to preference.
2. Manually: upgrade the balance any time.
3. Ad hoc: the Spend Cloud automatically adjusts the balance as desired.
The balance and the changes are always displayed in real-time in the Spend Cloud.
2. Payment
If a payment is made with the payment card, the Spend Cloud automatically logs the entry in the correct bankbook.
If a payment is made in cash, the Spend Cloud automatically registers a withdrawal on the corresponding account. That way, transfer of entries from cashbook to ledger are visible in real-time and they always correspond. Proof of payment for cash or card payments can always be uploaded easily via the app.
In addition to cash and card payments, iDEAL can also be used for expenses. The Spend Cloud app is used for this. A normal iDEAL payment can be made in the chosen webshop by selecting bunq as the bank. A QR code then appears, which can simply be scanned with the Spend Cloud app. Once a payment has been made, the balance is updated in real-time.
3. Coding
When coding card or cash expenditure for accounting purposes, the Spend Cloud helps enter the correct entry in the digital cashbook. The Spend Cloud’s intelligent filters automatically allocate transactions to the right cost classification. Proof of payment can simply be uploaded via the app
4. Completion/processing
After processing, the digital bank or cashbook automatically goes to the responsible person for approval. If both the expense and the justification are approved, the entries can be logged in the financial package with just one click.
5. Reporting
The central administration can view the progression of the periods. They can see outstanding bankbooks with the periods for which entries are outstanding, as well as the periods being processed. Here, they can also view closed bankbooks that are awaiting approval, are ready for export, or have already been processed in full.
Upgrading
It starts with a request for payment cards for employees and teams. You decide the name and balance on the card. There are three ways to upgrade the cards:
1. Periodically: a recurring upgrade, which can be scheduled according to preference.
2. Manually: upgrade the balance any time.
3. Ad hoc: the Spend Cloud automatically adjusts the balance as desired.
The balance and the changes are always displayed in real-time in the Spend Cloud.
2. Payment
If a payment is made with the payment card, the Spend Cloud automatically logs the entry in the correct bankbook.
If a payment is made in cash, the Spend Cloud automatically registers a withdrawal on the corresponding account. That way, transfer of entries from cashbook to ledger are visible in real-time and they always correspond. Proof of payment for cash or card payments can always be uploaded easily via the app.
In addition to cash and card payments, iDEAL can also be used for expenses. The Spend Cloud app is used for this. A normal iDEAL payment can be made in the chosen webshop by selecting bunq as the bank. A QR code then appears, which can simply be scanned with the Spend Cloud app. Once a payment has been made, the balance is updated in real-time.
3. Coding
When coding card or cash expenditure for accounting purposes, the Spend Cloud helps enter the correct entry in the digital cashbook. The Spend Cloud’s intelligent filters automatically allocate transactions to the right cost classification. Proof of payment can simply be uploaded via the app
4. Completion/processing
After processing, the digital bank or cashbook automatically goes to the responsible person for approval. If both the expense and the justification are approved, the entries can be logged in the financial package with just one click.
5. Reporting
The central administration can view the progression of the periods. They can see outstanding bankbooks with the periods for which entries are outstanding, as well as the periods being processed. Here, they can also view closed bankbooks that are awaiting approval, are ready for export, or have already been processed in full.
Payment cards for employees and smart software are part of Spend Cloud Expense. They integrate seamlessly with the Spend Cloud’s expense claims software. Curious how this helps get rid of the hassle of claiming expenses? Read more on the Spend Cloud Expense page.
More information about Cash & Card?
View all the benefits of Cash & Card for both controller and employees in a fact sheet.
Do you want a price indication specifically for your organization?
One Spend Cloud, 5 modules
Spend Cloud
The Spend Cloud is a complete solution containing five different functionalities to control all business expenses. You decide which functionalities suit your organisation, at what time.
Read more about the Spend Cloud
Procurement
The Procurement module streamlines the procurement process and offers control over employees’ ordering habits. Combining the Procurement module with the Invoicing and Contract Management modules gives you control over the whole Purchase-to-Pay process within a single Spend Cloud.
Read more about Procurement
Invoice Processing
The Spend Cloud’s digital invoicing gives your organisation insight, oversight and control over this time-consuming process. Combining the Invoicing module with the Procurement and Contract Management modules gives you control over the whole Purchase-to-Pay process within a single Spend Cloud.
Read more about Invoice Processing
Contract Management
The Contract Management module is part of the Spend Cloud. This module makes management of contracts simple and transparent and prevents undesirable contract extensions. Combining it with the Procurement and Invoicing modules ensures the whole Purchase-to-Pay process can be managed within a single Spend Cloud.
Read more about Contract Management
Cash & Card
With the Cash & Card module, employees receive payment cards for their business expenses. These cards can be fully controlled by the organisation itself. This offers convenience for employees, and control and oversight for the organisation. Combining the Cash & Card module with other modules enables management of all expenditure streams within a single Spend Cloud.
Read more about Cash & Card
Expense Claims
The Expense Claim module makes claiming expenses a clear and streamlined process. Combining the Expanse Claim module with other modules in a single Spend Cloud enables central management of all expenditure streams.
Read more about Expense Claims Download the factsheet
We’d love to show you what our Spend Cloud Cards and smart expense software can do during a live demo. Freedom for employees, control for Finance. Are you ready to start improving your expense processes with the Spend Cloud?
