Credit Card Management
What this service is
A controlled, paperless company-card program—card issuance, spend policies, receipt capture, and monthly reconciliation—so every dollar is approved, documented, and tied to the GL. We prefer Ramp for its real-time controls and automation, but we can support other platforms.
Who it’s for
Teams that want employees to spend responsibly without drowning in receipts or month-end cleanups—and finance leaders who need category/merchant controls and clean GL postings.
What we do each month
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Platform setup & policy build: stand up, create spend policies (limits, categories, merchants), set cardholder roles, and configure approval flows.
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Card issuance & controls: issue physical/virtual cards, set per-card limits, merchant/category blocks, location/class tags, and auto-lock rules.
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Receipt capture & compliance: enforce receipt and memo capture via mobile/email; auto-reminders; chase exceptions.
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Transaction coding & sync: map to with rules by vendor, MCC, class/location/department; post daily.
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Month-end reconciliation: tie card platform to bank funding, resolve duplicates/credits, accrue unposted items, and lock the period.
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Monitoring & audits: flag out-of-policy spend, duplicates, suspected fraud, and unusual merchants; maintain an audit-ready trail.
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Disputes & credits: initiate disputes and track chargebacks through resolution.
Why Ramp (our default)
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Granular controls: per-vendor and category limits, daily/transaction caps, instant card freeze.
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Automation: receipt OCR, auto-memos, rules-based coding, and powerful reimbursements.
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Savings tools: merchant price intelligence and duplicated-subscription detection.
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Clean GL: strong sync and dimension tagging to keep books tidy.
Package notes (what scales up at higher tiers)
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Advanced policy design (departmental budgets, project cards, seasonal/event cards).
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Travel program (per-diem rules, travel cards, itinerary compliance).
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Deeper integrations (Slack approvals, SSO/Okta, HRIS provisioning, ERP mapping).
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Real-time analytics (spend dashboards and alerts for budget thresholds).
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Tighter SLAs for exception chase-downs and off-cycle reconciliations.
Summary: Lower tiers cover core card issuance, coding, and monthly reconciliation; higher-tier packages add advanced policies, travel workflows, deeper integrations, and proactive analytics.
Output & delivery
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Monthly card reconciliation pack (platform vs. GL vs. funding account).
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Exception report (missing receipts/memos) with owner and due date.
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Spend dashboard summary by department/vendor and trend vs. prior month.
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Locked period with audit-ready attachments.
What we need from you
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Cardholder list and managers/approvers; department/project structure.
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Policy choices (limits, allowed merchants/categories, travel rules).
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Bank funding account and read-only access for reconciliation.
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Timely responses on missing receipts or policy exceptions.
Onboarding timeline
1–2 weeks: 1) Policy workshop → 2) Software build & GL mapping → 3) Pilot cards & rules → 4) Employee rollout & training → 5) First full reconciliation.
Pricing drivers
Number of cardholders, monthly transaction volume, policy complexity, integrations (HRIS/SSO/Slack/ERP), dispute volume, and SLA speed for exception handling.
Quality & security
Role-based access and MFA, least-privilege permissions, duplicate/merchant anomaly checks, card life-cycle logs, platform-side encryption, and a WISP-aligned retention policy. We maintain an attachment-first audit trail for every transaction.
Notes
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We can add reimbursements within Ramp for employees who don’t have cards—same approval rules, same GL mapping.
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For projects or events, we can deploy temporary virtual cards with hard spend caps and automatic sunset dates.