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 the factsheet.
Do you want a price indication specifically for your organization?
One Spend Cloud
Spend Cloud
Giving employees smart debit cards to make organisational expenses:
- Gives Finance complete control over card balances
- Makes assessing expenses easier for budget holders
- Makes managing cards easy, in just one system
- Facilitates online payments
Smart debit cards, if possible, claim expenses when inevitable. Additional expense claims software with:
- Options to easily add receipts
- Progress reports on processing time
- Assess in accordance with the procurement policy
- Exports with just one click
- A digital archive
Employees pay with smart debit cards and only submit expense claims when necessary.
- Card transactions are processed digitally
- Real-time visibility of card balances everywhere
- Standardized coding of card transactions by expense type (ledger accounts)
Gain insight and control with automated invoice processing:
- Process invoices with artificial intelligence
- Integrated OCR scan-and-recognition software
- Software for an unlimited number of users
- Includes an unlimited number of administrations
- A complete audit trail
- Transferable archives and tasks
- Integrate with contract management and/or procurement
“The ABC analysis offers a fantastic experience with almost no effort from me!” according to Spend Cloud users.
- Optimize procurement flows
- Minimize process costs
- Trust accurate and complete datasets
- Rely on accurate, complete, and up-to-date data.
Spend Cloud analyses are indispensable in a digitalized Purchase to Pay process.
With Purchase to Pay Basic you use invoice processing with all its benefits. A digital archive, fewer manual actions, assessment via the Spend Cloud App and XML invoices. Curious to see what happens if you link this process to contract management and procurement?
Gain insight and control with automated invoice processing:
- Process invoices with artificial intelligence
- Integrated OCR scan-and-recognition software
- Software for an unlimited number of users
- Includes an unlimited number of administrations
- A complete audit trail
- Transferable archives and tasks
- Integrate with contract management and/or procurement
Simplify and clarify contract management with:
- Automated matching to invoices
- Notifications that help prevent unwanted renewals
- A complete audit trail
This way, you know exactly where to optimize and save costs.
“The ABC analysis offers a fantastic experience with almost no effort from me!” according to Spend Cloud users.
- Optimize procurement flows
- Minimize process costs
- Trust accurate and complete datasets
- Rely on accurate, complete, and up-to-date data.
Spend Cloud analyses are indispensable in a digitalized Purchase to Pay process.
With Purchase to Pay Advanced you use invoice processing and procurement. This gives you the certainty of 3-way matching, control over ordering behviour, a streamlined procurement process and ordering options at 200+ webshops. Curious to see what happens if you link this process to contract management?
Gain insight and control with automated invoice processing:
- Process invoices with artificial intelligence
- Integrated OCR scan-and-recognition software
- Software for an unlimited number of users
- Includes an unlimited number of administrations
- A complete audit trail
- Transferable archives and tasks
- Integrate with contract management and/or procurement
Guarantee accordance with the procurement policy thanks to Spend Cloud procurement software:
- 250+ available OCI-webshop connections
- Automated (3-way) matching to invoices
- Easily register orders as received in the Spend Cloud App
- Software for an unlimited number of purchasers
Simplify and clarify contract management with:
- Automated matching to invoices
- Notifications that help prevent unwanted renewals
- A complete audit trail
This way, you know exactly where to optimize and save costs.
“The ABC analysis offers a fantastic experience with almost no effort from me!” according to Spend Cloud users.
- Optimize procurement flows
- Minimize process costs
- Trust accurate and complete datasets
- Rely on accurate, complete, and up-to-date data.
Spend Cloud analyses are indispensable in a digitalized Purchase to Pay process.
Purchase to Pay Professional provides you with benefits of invoice processing, contract management and procurement software:
- Touchless invoice processing
- End-to-end automation
- Preventing unwanted contract renewals
With Purchase to Pay Basic, you benefit from invoice processing with the following advantages:
- Faster processing time
- Fewer manual actions
- Always prepared for staff turnover
- Easy review via the app
- XML invoices and 3-way matching
Purchase to Pay Advanced provides you with benefits of invoice processing and contract management like:
- Entry proposals with artificial intelligence
- Preventing unwanted contract renewals
- Less manual labour
Purchase to Pay Professional provides you with benefits of invoice processing, contract management and procurement software:
- Touchless invoice processing
- End-to-end automation
- Preventing unwanted contract renewals
Employees pay with smart debit cards and only submit expense claims when necessary.
- Card transactions are processed digitally
- Real-time visibility of card balances everywhere
- Standardized coding of card transactions by expense type (ledger accounts)
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?
