The most powerful corporate cards built for modern finance teams
With smart corporate cards for enterprises and startups, Pluto makes it easy for companies to manage account payables & automate expense accounting while staying in complete control of their spending.
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TVC & Music Video Production
Largest Chemical Distributor
Real estate platform
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Corporate Cards that controls your budget automatically
Set strict budgets on each card, Pluto's corporate p card will automatically decline any transactions that exceed the budget. Get unlimited virtual and physical cards for your team and set specific budgets so they are always compliant.
Automatic sync to the General Ledger
Pluto integrates with all major accounting softwares including Xero, Zoho, Quickbooks, Netsuite & Dynamics.
Sync all of your transactions to the GL with accurate categorizations, in just one click.
No more spending hours at the month end manually reconicling bank statements.
Corporate cards that give you higher control
Pluto automatically chases your employees to submit receipts without your intervention.
ATM withdrawals are automatically recorded as unreconciled cash on hand
Issue vendor-specific cards that auto-lock on violation
Send transactions for manager or department head review
Capture any information with a flexible workflow builder
No matter how complex your business requirements get, Pluto allows you to completely customize the platform to be able to meet your workflow.
Use custom fields to get the right information from your employees, or our workflow builder to create customized approval workflows.
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Resources for finance leaders
Best Virtual Corporate Card For Business 
In modern business, cash and checks have gone the way of the horse and buggy: they’re simply too inefficient. But even their replacements – traditional payment methods like debit and credit cards – are overdue for an upgrade.
Welcome virtual corporate cards.
These digital payment methods offer numerous perks, from faster payments and reconciliation to greater control and security. They’re quicker, safer, and easier to integrate and use for accounting and operational teams alike.
Plus, the industry is on the cusp of an explosion, which could send innovation through the stratosphere. Between 2021 and 2026 alone, virtual card spending is predicted to skyrocket from $1.9 trillion to $6.8 trillion.
Here’s what to know.
First, A Brief Refresher on Corporate Cards
Corporate credit cards are credit cards issued to a business entity – not a person – as the responsible party.
In most other respects, corporate cards are like regular credit cards. They require a credit check to apply, charge a regular interest rate, and even come with reward systems. Corporate purchase cards are also unique in that the business can issue dozens of employee cards on the same account.
Pluto corporate cards come with specific controls to help your business manage spend. Real time tracking, setting limits on the go and quick reconciliations are just a few of the things that Pluto can provide.
But there is more. For companies who need to act quickly and require flexibility in their card issuing, there are virtual cards.
What is a Virtual Corporate Card?
Virtual corporate cards, like regular corporate cards, are linked to the business’ budget. Employees can use these cards to pay for business expenses without using their own personal cards or cash.
But unlike physical cards, virtual credit cards reside solely in the digital realm. These cards are essentially unique, digitally-generated 16-digit card numbers that tie to a specific spending account. (In this case, the business’ account.) Each virtual card contains other essential card details, too, like the following:
- Cardholder’s name
- Company’s billing address
- Card number
- Expiration date
Virtual cards are also unusual in that they can be generated and destroyed in moments. They can be designed to permit one-off charges, expire same-day, or hold only a specific dollar amount. Some virtual cards can even be linked to a particular vendor for one-time or recurring payments, perhaps with weekly or monthly spend limits.
Virtual cards can be accepted anywhere that online payments, and even some in-store payments, are accepted. Due to their ability to generate new numbers on demand, they offer additional security and control for business accounts. Plus, they can’t be lost or stolen like a regular credit card.
Virtual Credit Card vs. Virtual Corporate Card
A virtual corporate card is simply a digital credit card issued to a corporation. For the most part, you can use virtual cards the same way you could use regular cards. However, like corporate cards, these virtual equivalents allow the issuing firm and receiving businesses to set particular spend and monitoring controls.
Because virtual credit cards are 100% digital and able to generate new 16-digit numbers on demand, they’re optimized for safety and flexibility. They also make it easier to reconcile books and otherwise manage spending.
Why Use Pluto Virtual Corporate Cards?
Pluto virtual cards offer tons of perks and use cases. With more control and yet unparalleled flexibility, your business can remain nimble as you grow.
At the same time, department heads can keep an eye on expenses, spending, and accounting practices.
Flexible Setup and Spending
Modern companies need to be nimble, able to make purchases on the fly and reconcile their books in minutes, not days. Virtual cards let your business do so –without breaking their budgets.
Virtual cards provide unprecedented levels of flexibility to businesses of all sizes. After signing up, cards can be generated and issued to individuals with just a few clicks.
They also permit companies to limit available vendors, set a specific spending limit, expiration dates, and even the specific department budget the card should link to.
One of the biggest perks of Pluto's cards is that you can create as many as you need in a matter of seconds.
The times when an employee had to wait several days for the approvals and the card details to arrive are over.
For example - at 9:00, we had a team discussion about additional performance marketing activities.hile we were on the call, the department head created 3 virtual corporate card numbers for us to use.
It took him roughly 2 minutes to create them. All that without missing a beat on the call itself.
Right after we finished the call, we could start setting up ads.
Once you’ve generated a card – either for your team or by employee request – you can quickly personalize them for added constraint.
These controls are admittedly extensive, allowing your business to:
- Lock cards to a particular merchant or vendor
- Ensure cards can only pay to specific accounts
- Generate cards with set one-time, monthly, or recurring expenditure limits
- Institute purchase approval practices for individual cards, persons, or teams
Companies can use these various limits to prevent overspending, surprise fees, and unnecessary surcharges. Plus, with specific cards linked to individual employees or vendors, compartmentalized spend management becomes even easier. For many businesses, this is a welcome alternative to issuing high-limit cards to every employee that requires one.
In the example above, you can see one of the popular uses of Pluto virtual cards - employee benefits.
When a new employee joins, how much time does it usually take your HR department to get wellness or children's educational benefits to that employee?
With Pluto, it’ll take you leess than 2 minutes.
Another perk of virtual cards is that they can be generated for and linked to a single individual or team.
That makes purchase tracking easier, which increases personal and departmental accountability.
By using built-in accountability and analysis tools, your business can better track how and when money is spent at every level.
Streamlined Accounts Payable
Virtual corporate cards simplify the role of the finance team. Pluto can integrate with your accounting software, making it easy to sync your chart of accounts, automate mapping your GL accounts, and bulk verify & export your expenses so you can close your books 10x faster.
From there, settlements can happen immediately rather than taking days or weeks. This eliminates the slow, potentially error-riddled manual accounting process with a faster, cheaper, and more efficient digital alternative.
Pluto's virtual cards can help greatly reduce your overall card risk profile. Their increased security is due to their unique design, including their:
- Digital nature, which precludes them from being physically stolen.
- Set spending limits to prevent overcharging.
- Ability to block vendors and retailers from storing personal or card information long-term, helping to prevent fraud
- Ability to include one-time or vendor-specific expenditures and other spending controls, limiting financial hemorrhaging
- Auto-lock features to freeze cards instantly
- Ability to delete and regenerate virtual cards in seconds rather than days
Pluto's virtual cards feed their data directly into a centralized interface, allowing all data to show up in real-time reports, simplifying the analytical process. The spend management systems also offer real-time notifications.
Together, these features offer companies greater real-time visibility over their expenditures. This level of transparency can inculcate a healthier spending culture within a company beyond merely increasing accountability.
Plus, real-time reporting means that accounting teams and department heads can immediately respond to budget requests, verify receipts, and manage card limits.
Pluto expense management dashboard allows you to see everything and makes spend control a breeze.
Virtual credit cards provide an easy approval system to allow finance teams to take advantage of automatic reconciliations whenever possible.
Accounting teams can set codes for recurring transactions and tag controls to identify transactions before posting them to the general ledger. Each card can be linked to a specific employee to link specific transactions to each employee.
With the right card and accounting integrations, it’s possible to automate the bulk of manual data entry and reconciliation out of the gate. Plus, you’ll increase the accuracy of your data and insights.
Efficient Vendor Payment and Management
You can also use virtual cards to simplify vendor management.
You can link specific cards to particular vendors, allowing you to track which teams use them regularly and how their prices change over time.
By setting limits and expiration dates to your specifications, you can prevent teams from “forgetting” about upcoming auto-renewals.
Pluto virtual corporate card offers a wide range of perks and benefits!
Instead of giving you Starbucks gift cards, we formed partnerships with some of the most critical services for the day-to-day operations of your business.
Reduce the Risk of Fraud
When multiple employees and vendors share a high-limit physical card, you run the risk of operational problems and fraud.
The more people who can access a single 16-digit number, the more likely unauthorized expenses can slip through the cracks.
Virtual credit cards don’t come with the same fraud and data loss risks that physical cards do.
- They’re impervious to hacks that come with swiping physical cards at in-person terminals.
- You can create cards for a particular purchase, vendor or project.
- You can easily link cards to specific employees and/or vendors, offering full control while minimizing risk.
Virtual Corporate Card Use Cases
Due to their innate flexibility and unprecedented control, virtual credit card programs offer multiple potential use cases. There are too many to go over here – but we’ll address a few of the most common or impactful.
Digital agencies need to be able to make payments on behalf of their clients. This can be done using virtual cards, which allows the agency to keep track of spending and ensures that funds are used for the intended purpose.
With Pluto, you can create virtual cards for every PPC campaign or bigger project and keep track of your agency's spending in one place.
Not only does this allow you to scale the clients' performance marketing efforts, but the spend control dashboard shows you exactly how much was spent. You can go as far as naming and tagging your virtual cards, so you can see how much was spent per PPC channel on individual clients.
Catering, lights, music, production, venues, drivers so many things that even organizers have to keep in the air! If you are an event organizer, chances are you understand how important it is to keep your spending in one place. That way when the time comes to file taxes or show ROI, everything is itemized and accounted for.
With a virtual card, all your charges will be automatically filed under the right categories. You can also set limits on how much can be spent per vendor, so you don't have to worry about overspending.
And if you have a team working on the event with you, you can give them each their own virtual Pluto card (or physical) with their own spending limits. That way, you can see at a glance who is spending what and where.
When you are a startup, your want to fully focus on your product and leave the rest to someone else. With a virtual card, you don't have to worry about setting up a corporate credit line or dealing with complex expense reports.
Just set up your team with Pluto virtual cards and let them manage their own expenses. You can see what they are spending in real-time and track progress against your budget.
Also, when you are at your early phase, there is no time for lengthy approvals. SaaS, ads, tools, plugins - virtual card can service them all.
You business is digital and so should be your payment tools. With a virtual card, you can make payments online without ever having to worry about the security of your information.
Worried about that Alibaba supplier? Create a virtual card with a limit just for that vendor and you're good to go. Put a spending limit on it, and you limited any potential risks as well.
- Need your team to buy TikTok ads? -> Done. TikTok Ads Virtual Card
- Need to pay an Upwork freelancer? -> Done. Upwork Specific Virtual Card
You see where we are going with this. Create as many virtual cards as you need for as many occasions as you need.
Consultants are on the road most of the time, and when they are not - they are seated in the client premises, helping to grow the business.
Employee travel is one of the most commonly-cited reasons for individuals requiring their own corporate cards. Travel expenses may include hotel rooms, a food allowance, or additional budgeting to purchase essential materials while they’re away from home, so to speak.
However, even in your own teams, it’s possible for employees to get carried away. An expensive dinner, unexpected expenses, and hotel room upgrades may all be well within your budget. But if you want to prevent excessive spending on your dime, virtual card controls hand you that power.
Any company that have a vehicle fleet knows that a lot of time can go into fuel cards management.
Pluto can provide both virtual and physical corporate cards which makes it a perfect solution for efficient fleet management.
You can issue fuel cards to the drivers as needed, and scale up and down depending on the current business situation.
In addition to that you see the fuel expenses real-time and can set limits and approvals where required.
- Virtual corporate credit cards pave the way for the future while addressing a multitude of modern business pain points.
- They hand companies greater control over their spending, simplify accounting across the board, and even help protect employees.
- Plus, with so many nuances and use cases, it’s incredibly easy to personalize virtual cards to meet your unique needs.
How to Create a Corporate Card Policy
Corporate cards are a great way to manage your spending, control expenses, eliminate petty cash, and, most importantly - give your employees the freedom to focus on their work without any blockages.
But for everything to work smoothly and for everyone to know how to use your corporate cards, you must establish some ground rules.
What is a Corporate Credit Card Policy?
A corporate credit card policy entails the protocols and terms and conditions of use associated with a company credit card issued in an employee's name. A company credit card policy protects businesses and companies from unauthorized payments and inappropriate use by outlining the repercussions and consequences of such actions.
Why Do You Need a Corporate Credit Card Policy?
In the same way, companies have a travel and expense policy; they have a corporate card policy. A company credit card policy is set in place to ensure all company cards are used for authorized and permitted business purchases.
In a corporate credit card policy, the guidelines, responsibilities of the cardholder, dos and don'ts, and repercussions of misuse are outlined. This ensures that all business finances are regulated.
While it is important to have a corporate credit card policy, Pluto takes the extra step to ensure all transactions and purchases are pre-approved, regulated, and permitted by:
- Creating Pluto cards that can only be used with specific vendors
- Setting daily, weekly, or monthly limits on cards
- Having an approval workflow to make sure the necessary departments are approving all transactions
Which Employees are Eligible for a Corporate Credit Card?
It is essential to note which job roles are eligible for a company credit card to protect your business against accusations of favoritism or discrimination.
A company can decide whether all employees, c-suites, or department heads are eligible for corporate credit cards.
Typically, companies only give executives, VP levels, C-suite, and salespeople access to company credit cards. However, there are situations where employees who are not eligible for a company credit card may have to pay for business-related expenses, such as plane tickets. In this case, the employee would ask their manager to pay for such an expense with the corporate credit card, or they will have to pay using their personal credit card or cash and file a reimbursement, which will be reimbursed with the next paycheck.
With Pluto's expense management platform, a company does not have to worry about corporate credit card eligibility or the hassle of employees filing reimbursements.
Using Pluto's platform, the business will have access to unlimited corporate cards, meaning any employee can be issued corporate cards with spend limits, approval workflows, and category-specific purchases. This results in no overspending and knowing all transactions are pre-approved and authorized due to the card only being accepted at allocated vendors.
Suppose an expense is made using cash or a personal credit card. In that case, the employee can snap a picture of their receipt and have it approved on the spot with Pluto's Whatsapp reimbursement feature, making it easier for finance teams and employees to sort through reimbursement receipts!
What Does a Corporate Credit Card Policy Contain?
When creating a corporate credit card policy, the credit cards intended to be used, the credit card provider's requirements, and the company's needs should be known.
In most cases, corporate credit card policies include the following points as part of their corporate credit card policy:
Employee Credit Card Agreement
When issuing a corporate credit card to employees, an employee credit card agreement must be signed to ensure that employees understand the card belongs to the company, regardless of the employee's name on the card.
The agreement will also state that the company credit cards can only be used for business-related expenses, where the company can investigate charges, if necessary.
Permitted Types of Expenses
The types of transactions that can be made should be stated clearly in the company credit card policy: work-related expenses only. These include, but are not limited to:
- Meetings with clients
- Work-related travel (e.g., flight ticket, accommodation)
- Educational material
- Software subscriptions
- Legal document expenses
- Business meals
While tending to the above is a good way to ensure company credit cards are being used for business-related expenses, Pluto offers cards that can only be used for specific vendors, such as fuel cards, to avoid mishaps or fraud.
With these policies and procedures in place, employees should note that if an instance occurs where the company credit card is used for non-authorized transactions, personal expenses, or cash withdrawals, they will be faced with disciplinary action.
The disciplinary action could result in the following:
- Cancellation of the company credit card
- Withdrawal of corporate credit cards privileges
- Recovery of funds from employee's salary
- Termination of employee contract
In some cases, an employee cardholder may incur an expense that is not usually permitted under the company credit card policy. To be able to do so, the company credit card policy should indicate how the cardholders can apply for an exception and get permission for such expenses.
While doing so, the company should also outline specific transactions that can never be made using the company credit card.
The spending limits on a company credit card usually depend on the employee's job and level of seniority. The company credit card policy should clarify the card's limits when receiving a new card.
In general, businesses can choose to have limits established based on transactions per-item or on a cumulative basis. However, not all employees will have the same spending limits.
With Pluto, you can set spending limits on virtual or physical cards before issuing them to ensure that employee spending stays within their budget.
Temporary and Permanent Limit Increase
To get a limit increase on a company credit card, the cardholder must fill out a form stating why they need a limit increase on their card and whether it is a temporary or permanent limit increase. The form will then have to be signed by the employee's manager and sent to the company credit card provider for processing.
Although it is possible, the process of getting a limit increase on a company credit card may take quite some time. Pluto allows managers, administrators, and finance teams to increase limits on virtual or physical company credit cards in seconds.
A company credit card policy must show how approval requests work when using a corporate credit card. Usually, approvers are responsible for reviewing all transactions regularly. By doing so, the following is warranted:
- The transaction or expense adheres to the company credit card policy
- A receipt is attached to the transaction made
- The description of the transaction follows the details mentioned above
Pluto takes the extra mile to automate approval workflows and receipt reconciliation. With Pluto, all approval requests will be made through the Pluto platform, and receipts will be collected through Whatsapp as soon as a transaction is made.
Including the cardholder's responsibilities in the company credit card policy is an essential part of the document. The purpose is to describe how employees can ensure they use their cards appropriately.
It's important to include that:
- Cards cannot be used for personal expenses
- Cards must only be used by the cardholder to help avoid fraud
- Cards and PINs must be stored in a safe place
- Cards must be reported as stolen and lost as soon as possible
- Document all expenses and send monthly reports
Employees are expected to comply with the corporate card policy. If the cardholder violates the terms stated, disciplinary action will be taken against the employee.
The disciplinary action can include:
- Face a written warning for violating the corporate credit card policy
- Pay for the expenses yourself if you've used the card for any inappropriate use
- Lose the right to have a corporate credit card if you lose a receipt or violate the policy
- Suspension or termination of employment if you give the company credit card to unauthorized people or abuse the expense limits
- Loss of company card privileges if expenses are not submitted on time
- Legal action and termination can be imposed if prohibited purchases are made using the company credit card
How Can a Corporate Card Policy Prevent Fraud?
Globalization and remote work have increased the risks of card fraud and identity theft. A proper corporate credit card policy will minimize these risks and ensure that your corporate funds are safe.
With Pluto, it is effortless to set card limits in real-time, so decreasing the spending limit when needed can be done in a matter of seconds. This ensures that a card is not over-exposed. If the card details were compromised, the perpetrator would not be able to withdraw any big sums.
You can see all the cardholders from your Pluto dashboard and create additional cards if needed. This prevents sharing card details between the employees, as it is simply not needed anymore. The cards are used by authorized personnel, who are aware of the proper use and policies - further preventing any potential fraud and leaks.
Pluto allows you to create a card for a particular transaction, purpose, or project. This will enable you to allocate a certain amount of money that can be spent on the card, meaning the risks of any authorized charges, re-bills, or other online scams are non-existent.
In a bigger organization, petty cash can be an issue as it is easy to defraud. Even when used properly, it is a pain to keep track of. Petty cash is no longer a problem with Pluto corporate cards, particularly when you can issue as many corporate p cards as you need with Pluto seconds (specifically 9 seconds).
The Value of a Corporate Credit Card Policy
Company card policies control employee spending, ensure compliance, and minimize fraud risk. It's even easier to maximize your results by integrating it with Pluto's expense management software.
By integrating with Pluto, you can:
- Issue unlimited corporate cards
- Digitize receipt reconciliation
- Reimburse in seconds
- Review all transactions in real-time
- Approve expenses in an instant
- Minimize the risk of employee fraud
A corporate card policy will help you to establish ground rules that will keep things running smoothly but, at the same time, will not limit your employees in their day-to-day work.
Ensure everyone who will have the card is aware of the rules. The great thing about using Pluto is that you can make your corporate card policy very simple, as Pluto has all the tools to manage your spending and keep everything under control.
How to Take Control of your Employee’s Fuel Reimbursements
Many companies require in-person meetings, site visits, or attending events. Whatever the business-related travel may be, fuel reimbursement comes into the picture.
What is Fuel Reimbursement?
In a nutshell, fuel reimbursement is when an employer reimburses you for the cost of fuel used for business purposes.
While other countries may consider this a travel expense or a mileage reimbursement, the UAE considers this a 'fuel reimbursement.'
Why Did Reimbursing Travel Expenses Grow?
In a post-pandemic world, where many companies are going back to the norm of office work, it is common for travel reimbursement costs to increase.
The mileage reimbursement rate has risen with regular office hours, more in-person meetings, and less remote work. But that's not the only reason.
Due to the surge in fuel costs globally, it's no surprise that consumers are becoming more aware of their travel expenses.
The UAE alone has seen a significant spike of 74% in fuel prices and petrol prices over the last 7 months, indicating that reimbursing travel expenses grew.
Subsequently, UAE companies have seen a 38% increase in fuel reimbursements and travel reimbursement requests from their employees. Inflation alongside a post-pandemic world, fuel reimbursement expenses have become the most requested reimbursement category in the UAE.
A study by Bayzat has shown that fuel is among the most requested reimbursements category for UAE employees, with an increase of 18% in the average amount per reimbursement since January.
This indicates that companies and employees have spent more time managing and filing fuel reimbursement expenses.
Unsurprisingly, the cost of average travel reimbursements has increased with the significant spike in fuel prices and petrol prices these past few months.
With Pluto's corporate cards, companies can wave goodbye to everyday fuel reimbursement expenses' pain points by issuing their employees fuel cards to keep track of their fuel expenses and travel reimbursement costs.
Why Use Pluto Fuel Cards For Fuel Reimbursement?
There are many advantages to using Pluto fuel cards for business travel expenses:
Create unlimited fuel cards
Create and distribute as many virtual or physical fuel cards as needed for your employees, so you won't have to worry about travel expenses, mileage reimbursement requests, or having to reimburse employees.
Set limits on fuel cards
Create fuel cards for employees with daily, weekly, or monthly spending limits to keep track of employees' fuel expenses.
Track fuel expenses in real-time
It's essential to keep track of what is being spent and where. With Pluto, you can:
- Get notified as soon as a fuel expense is made so you know who spends what, where, and when.
- Keep track of average travel reimbursements' costs, travel expenses, and employee expenditure data to avoid going over budget on fuel expenses.
No more end-of-month expense reports on fuel!
Digitized receipt reconciliation
Whether your employees are using personal vehicles or company vehicles, they can simply make a transaction with their personal card, snap a picture of the receipt and upload it to the Pluto dashboard for fuel reimbursement.
Alternatively, UAE companies can issue their employees virtual or physical cards, and the receipt can be attached to the business expense by dragging and dropping it onto the Pluto dashboard.
No more searching through piles of paper receipts!
Fill up your tank anywhere
Once you issue your UAE employees a virtual or physical fuel card, they can use it at any gas station in the UAE for business travel expenses.
While requested reimbursements for fuel expenses grew over five-fold over the past couple of years, there is a solution to make CFOs' and finance teams' lives easier; Pluto Card.
With Pluto, finance teams have an all-in-one integrated platform for fuel reimbursements, budget & spend control for business travel expenses, and fuel receipt reconciliation.
Fuel Reimbursement vs. Mileage Reimbursement
When looking for information about fuel reimbursement, another term that you may stumble on frequently is mileage reimbursement. While they are similar and sometimes interchangeable, they are not the same.
What is Mileage Reimbursement?
Mileage reimbursement refers to the practice of reimbursing employees for business-related travel expenses.
While it accounts for fuel, it also considers lease, vehicle depreciation, and other car-related expenses. This type of reimbursement is usually given per mile driven.
In some countries, mileage reimbursement refers to accounting rules and categories that help standardize expenses.
What is Fuel Reimbursement?
Fuel reimbursement, on the other hand, only covers the cost of fuel used for business travel. It doesn't take into consideration any other car-related expenses. This type of reimbursement is usually given based on receipts.
The difference between fuel reimbursement and mileage reimbursement is that mileage reimbursement takes into account all car-related expenses, while fuel reimbursement only covers the fuel cost.
How Does Fuel Reimbursement Work?
If you use your car for business purposes, you can be reimbursed for the fuel costs incurred. The reimbursement is usually calculated based on the number of kilometers traveled or miles driven.
However, to qualify for fuel reimbursement, you will need to keep accurate records of your travel expenses. This includes maintaining a logbook of your travels and keeping receipts for all fuel purchases.
To ensure that employees are reimbursed correctly, they need a receipt and an accurate logbook. Fuel and travel expenses can be included as costs, but you must show all travel logs if necessary.
What Counts as Business-Related Fuel Reimbursements?
Here are some examples of obvious and less obvious fuel expenses that you can get reimbursed for when you are an employee:
- Traveling for a client meeting;
- Driving to pick up anything on behalf of the company;
- Driving to the airport to pick up a client or a colleague;
- Going to another city for a business-related event;
Anything done to advance the business, big or small, is business related.
Is Commuting to Work a Business-Related Expense?
While some big corporations may reimburse you for commuting to and from work, typically, commuting is not considered a business expense.
What to Track For Fuel Reimbursement?
Keeping a gas log is one of the best ways to ensure employees are correctly reimbursed while companies have a clear overview of their travel expenses.
Last but not least, when you put fuel reimbursements into your profit and loss statement to apply them as costs (which you should), you must have a detailed log of travels - in case the tax authority wants a record.
Here is the main employee expenditure data that you should store in your fuel reimbursement logbook:
- Date of each journey
- Start time and end time of driving.
- Purpose of the trip.
- Kilometers driven.
If a company provides employees with company cars, this is all. But, if you're filing for fuel reimbursement while traveling with your personal vehicle, you will have to provide the following:
- Brand of the car and the year it was made.
- Average fuel consumption as per the car documentation.
- Engine size or engine capacity.
- Copy of car technical documentation.
Does an Employer Have to Pay For Fuel?
Most companies reimburse fuel expenses for employees who need to travel for business, but there might be some limitations. For example, a company may ask you to use its corporate Careem account for business travel.
Typically, if you incur the cost of fuel, your company will reimburse you as it is a cost tightly associated with the business.
Is Fuel Reimbursement Tax Deductible?
A massive shift for UAE companies will be the introduction of corporate taxes in 2023. With a corporate tax rate of 9%, UAE companies must keep track of all their spending. Fuel reimbursements fall under that category, as they can help reduce the amount of taxable income that a company has.
If you have a fuel reimbursement policy in place, it will help ensure that all of your employees are mindful of their spending on fuel and that they only claim back what they have spent.
Pluto allows UAE companies to issue unlimited fuel cards while centralizing the expense in one dashboard, so you can see in real-time how much is being spent and the number of tax-deductible costs your employees are making.
Corporate vs. Business Credit Card: What is the Difference?
Corporate credit card vs. a business credit card. You might have heard both terms used interchangeably, but what's the difference?
Primarily, corporate cards are issued to large businesses with many employees, while business credit cards are designed for smaller businesses. Corporate cards generally have higher spending limits and may offer more perks than business cards due to their volume.
This post will cover the main differences so you can decide which card is best for your business.
What is a Business Credit Card?
A business credit card is a commercial payment solution for companies and businesses. Similar to a personal credit card, business credit cards are used when business-related purchases are made on credit provided by one of the credit card companies.
Banks in the UAE and MENA offer various business credit cards for small, medium, and large companies.
Business credit cards usually offer higher credit limits than personal credit cards and may come with exclusive privileges, such as free travel insurance, concierge services, and air miles.
In the case of small businesses, a personal credit score will play an important role in credit limit approval.
What is a Corporate Credit Card?
A corporate credit card is issued to company employees to help with business expenses. The company will be liable for any debts incurred on the card.
It is important to note that corporate cards are not personal credit cards and should only be used for business purposes.
Financial institutions expect you to spend more with a corporate card than a business card, as the companies that require those cards are usually bigger. Therefore, the company must have a good credit score to qualify. This can come with various perks, such as lower interest rates, extended grace periods, and, most importantly - higher spending limits.
At the same time, there can be some drawbacks, such as:
- Long approval periods due to the nature of the financial product.
- Limited online features for your cards and company spend management.
What is a Pluto Card?
Pluto Card is MENA's corporate card that helps finance teams take control of their company's expenses while saving their business time & money. While Pluto can't give you a line of credit, you will be able to instantly issue as many business and corporate cards as you need while getting a complete overview of your business's spend management on one dashboard.
Virtual credit cards
Virtual cards are corporate credit card numbers used for online business-related purchases and contactless payments.
Although there is no physical card, virtual credit cards are great as they are flexible, convenient, and controllable.
With virtual credit cards, you can:
- Issue unlimited virtual credit cards/employee cards;
- Create a virtual credit card within seconds;
- Set employee spending limits to avoid going over budget;
- Generate a one-time use purchase card that deactivates as soon as it is used;
- Set purchases to be made with specific vendors so the card can't be used for other purchases;
Chances are that if you need a virtual credit card at your existing bank, it might take quite some time, and the reporting and limit setting options might not be very user-friendly.
While Pluto cannot provide you with credit cards, we can issue as many virtual cards as you need with just a few clicks:
Physical credit cards
Physical corporate credit cards serve the same purpose as virtual and business credit cards, making payments. Unlike virtual cards, physical corporate credit cards can be used in person to make purchases.
While both virtual and physical credit cards are comparable, the main differences are:
- Physical corporate credit cards may take up to 3 business days to be delivered.
- Virtual cards cannot be used physically.
- Virtual cards are safer for the user, as they cannot be lost or stolen.
Benefits and perks
The benefits and perks differ for business and corporate credit cards and Pluto cards.
Business & corporate credit cards:
- Receive Business reward points for purchases made that can be redeemed for future purchases.
- Gain access to over $35,000 in perks and rewards programs
Why are Business Credit Cards and Corporate Credit Cards Different?
Now you know the main difference between business and corporate cards, but let's investigate some of them in more detail.
Expense management tools
Business credit cards are frequently limited to your online banking platform. In the case of corporate credit cards, you may get something slightly better - an enterprise solution.
But from what we have seen, the speed of card issuing or limit changes is usually lacking.
Pluto doesn't give you a credit line, but here is a list of things that Pluto's expense management platform does:
- Unlimited corporate cards (within seconds);
- Set spending limits on corporate cards to avoid going over budget or being overcharged;
- Issue one-time purchase cards that deactivate after being used;
- Real-time transactional data - know what (and where) is being spent in real-time;
- Ability to oversee company financials and receive instantaneous expense reports;
- Automated accounting;
- Sync transactional data to major accounting platforms;
- Simple and quick reimbursements;
- Digitized receipt reconciliation;
- Close books in hours, not days.
Corporate and business card fees
The fees that you might have to pay on corporate and business cards fall into two main categories:
For business and corporate credit cards, annual fees may differ depending on the bank or credit card issuer you choose to move forward with. Typically, the UAE's yearly fees range from 0-800 AED, with 'free for life' being the most popular.
If there are any fees, you can typically waive them by spending a certain amount per year.
Pluto cards do not have any annual fees and are entirely free; however, if you're a large corporation that wants unlimited users, custom ERP integrations, or a dedicated account manager, there will be a monthly subscription fee.
Business and corporate credit cards tend to incur FX fees, making it expensive for a company owner, a small business, or a large business to do any transactions outside their domestic currency.
FX fees can be high, and credit card issuers are usually not transparent with the fees that come with them. Typically, fees come in the form of an FX spread and are hidden inside your payment, meaning you might be paying 2-6% for a transaction in a different currency.
Just imagine how much of your spending is in a different currency and take an optimistic 4% fee from that amount. Now multiply it by five years.
Pluto does not charge FX fees, making it the perfect choice for companies or businesses that frequently transact in foreign currencies.
Application & Approval Process
You must wait around two weeks for a business credit card approval. After the approval process, it may take up to 10 business days to receive your business credit card.
With a corporate credit card, the time may vary, but the chances are that you will need to wait more than 5 business days before you get approved.
From our experience, when you need an expense card - you need it on the spot!
Pluto has adopted a KYB & KYC (know your business and client) process that allows us to onboard customers in minutes. After you set up your account, you can start issuing virtual cards and continue your work without halts or limitations.
Corporate vs. Business Credit Cards Pros and Cons
While a corporate credit card and a business credit card may be comparable in some aspects, there are some differences between the two financial products.
Business credit card pros
- Available for most businesses in their standard banking products;
- Standard application process with low business requirements;
Business credit card cons
- Usually limited in numbers, one card is internally shared amongst many employees. That creates bottlenecks in spending and raises various security risks;
- Non-existent (or very limited) spend management platforms to monitor your reporting;
- No virtual cards;
- High FX fees;
Corporate credit card pros
- Higher spending limits;
- Possibility to issue several cards;
- Safe & secure, as information is not being shared;
Corporate credit card cons
- Longer approval process;
- High FX fees;
While the pros and cons for both types of cards may vary, the final decision will be based on the size of your business.
Why Pick Pluto Card for Business and Corporate Users?
As mentioned, Pluto won't give you a line of credit; instead, Pluto provides you with an all-in-one expense management solution.
Pluto's spend management platform
- All your business expenses are at your reach on Pluto's dashboard;
- Control over all issued cards and their limits;
- Creation of unlimited virtual cards;
- Real-time expense reporting;
Approval workflow on Pluto
Once you have access to Pluto's expense management dashboard, you'll also be able to set up approval flows and automation.
With Pluto's approval workflow, you can:
- Get visibility and control over your expenses;
- Streamline how you manage your spending;
- Automatically direct approvals to the right employees;
- Create approval flows within departments;
Real-time expense reports
With Pluto cards, you'll gain real-time transactional data on company spending while being able to set strict budget limits.
This will also help you make informed decisions about allocating resources and improving your P&L.
Additionally, you can also set up notifications to be sent to your accounting or finance team whenever a transaction is made. This way, they'll always be in the loop and can take appropriate action if needed.
Which Card is Best for My Business?
The final pick of the card will depend on several factors related to your business.
The needs of companies based on their industries may differ. Consulting businesses need a flexible card solution with no FX fees, as their employees travel frequently. Digital agencies need multiple virtual cards to onboard new projects and pay for ad networks daily.
Consider the needs relevant to your industry and decide from there. While Pluto is an excellent pick for all industries (as we have a very versatile product), here are some of the use cases that illustrate the needs and how Pluto solves them:
Annual revenue, the number of employees, and spending volume will also come into play when making your decision.
If it is just you or a couple of employees, you may not need many cards (or you might take advantage of Pluto's virtual cards).
On the other hand, if you have a sales team that needs to pay for lunches with prospects every second day, one card in the business owner's name will be problematic!
How much control do you need over your spending? Classic credit cards (be it business or corporate) usually have just a few features that are extensions of your online banking.
In some cases, that might be enough. If there is one card and one person using it - setting limits and monitoring the spending is not an issue.
Pluto comes into play when you have several holders and many cards, as you can set custom limits on cards. Real-time reports of spending suddenly become very important to increase and decrease limits on the go.
- Business credit card is the best fit for small business owners; they offer a standardized solution.
- Corporate credit cards are for bigger companies, allowing higher spending and slightly better control.
- Pluto cards (used for all business sizes) can provide unlimited virtual cards and give you access to an all-in-one expense management platform.
Does a corporate credit card affect my credit score?
A corporate card is a company's liability and does not affect your credit score, and you will not see them on your personal credit report. Pluto cards do not affect your credit score in any way (as they do not provide loans or credit facilities).
What is the difference between a business and a corporate credit card?
The main difference between small business credit cards is the size of the company that uses them, followed by credit limits and available control features. Pluto provides cards to corporations and businesses through the all-in-one spend management platform.
What is meant by a corporate credit card?
A corporate credit card refers to a card provided by the company to the employee for various business-related expenses.
Is a corporate card the same as a credit card?
Credit cards primarily draw from an approved loan balance, while corporate card programs are just an extension to a dedicated corporate account. But the terms are used interchangeably nowadays.
What is the difference between corporate and domestic credit cards?
A domestic card may refer to a debit card or a card issued by your local bank for your local use. Corporate cards are accepted internationally, at the ATM, or online.
Can a corporate card be used for personal use?
No. By default, corporate cards have to be used for business expenses, which are reported into accounting, but most importantly, it is the company's money on that card. The only exception will be if your company allows it.
What is the advantage of a corporate credit card?
Usually, it comes down to higher spending limiting. Compared to small business credit cards, corporate credit card debt does not usually require a personal guarantee, as the company guarantees it.
In the case of Pluto's corporate card, we can also add - unlimited virtual cards, real-time team-wide spend control, instantaneous reporting, and no FX fees!
Does a corporate credit card affect my credit score?
No. If the corporate credit card has a credit facility attached to it (it usually does), it is a company liability, not a personal liability. You are given access to a portion of their credit facility that does not fall into the personal loans group, and you do not need to provide personal guarantees.
Can my company require me to put business travel on my own credit card?
No, the company cannot force you to put business expenses on your credit card, but it is sometimes easier for everyone. So, if you agree with that, and the company agrees to reimburse you - it is not a problem.
If you are looking for a better solution, let the Pluto team know, and we will provide you with an easy corporate card platform for your whole team.
Do corporate credit cards require a credit check?
A corporate credit card (in its classical meaning) is attached to a loan facility. To approve this loan facility, banks must do a company credit check.
Corporate Card Management: Guide for 2023
The realities of the modern business world require companies to keep a tight hold on their spend management.
We’re not just talking about how you track expenses or reconcile your debts; that’s basic stuff. No, we’re talking about the entire process, from deciding who has the spend rights to analyzing how business spending affects your cash flow and taxes.
The more your business expands, the more crucial (and complex) your expense management process becomes. Spending analysis allows you to correct imbalances, watch for fraud and employee theft, and prepare for regulatory filings.
However, it’s also a cumbersome, time-consuming process that, without the use of the proper platform, requires quite a bit of man-hours to complete.
Modern spend and card management needs to be more sophisticated, intuitive, and built on the needs of finance teams, accountants, CFOs, owners, and employees!
That’s why, at Pluto, we firmly believe in the power of proper corporate card management. Establishing clear policies, outlining appropriate spending limits, and designing airtight analysis protocols can keep your finances in check.
Modern Corporate Credit Card Programs
Traditionally, businesses relied on employee reimbursement for out-of-pocket expenses to facilitate team and department spending. While using employees to frontload business costs helps with float, it also creates potential hardships and liabilities.
Moreover, the process of submitting, reimbursing, and properly cataloging expenses is grotesquely time-consuming for your finance team.
In part, corporate credit cards were designed to take the pressure off corporate finance teams. They make expense management easier, simplify spending procedures, and digitize the bulk of your spending.
Managing corporate credit cards can get quite complex. Adding new cardholders, suspending or closing accounts, or untangling business and personal expenses could take hours of paperwork and phone calls.
But it does not have to be like that. At Pluto, we leveraged our corporate experience, had countless talks with our users, and came up with solutions to every bottleneck of card management.
On-demand corporate cards
For employees to be able to make business expenses, they will need a corporate p card. In our day and age, most of their spending will be online.
Pluto provides you with an unlimited number of virtual cards that can be easily issued right from the dashboard.
If a physical card is needed, you will go through the same simple process, and the card will be delivered to you in just a couple of days.
Receipt Capture and Expense Tracking
Corporate credit cards feed your business expenses into a centralized monthly report. With Pluto, submitting a receipt is as easy as taking a picture with your phone, literally.
When the expense is submitted, it is immediately reflected in the account report.
These reports provide each department head and finance team with the visibility needed to:
- Link credit card transactions to the right employee
- Crackdown on overspending
- Maintain business-wide cashflows
- Maximize efficiency
With Pluto, you can easily filter through various expenses, check which expenses are still pending, and see the details of that particular spending team-wide.
Corporate cards also provide businesses with the flexibility to take the approach that suits their needs. For instance, your business may assign corporate cards only to key employees and management or traveling employees.
Workers who make only occasional purchases can use Pluto virtual or pre-loaded cards with one-time or limited spend codes.
Ultimately: More Control
Aside from these perks, company credit cards allow you to maximize your data collection and improve your analytics.
You can use this information to curb unnecessary spending, generate insights, and even negotiate better rates with vendors.
But without a proper corporate card management program in place, it’s all too easy for the system to turn upside-down.
What is Corporate Card Management, and Why is it Important?
A corporate card management platform allows business leaders to proactively wrangle company expenditure concerns from multiple fronts.
But to keep everything running smoothly, you also need a well-designed corporate card policy that ensures you are not limiting employees in their work while you are tracking the expenses.
Using corporate cards for operational expenses allows your team to work more efficiently—no more complicated approval processes when buying an online subscription or plane tickets.
But to achieve the balance between flexibility and control, you must have a corporate card management policy. Good corporate card programs:
- Outline rules for use, such as where and how much employees may spend.
- Capitalize on issuer-provided controls to set spending limits.
- Monitor and analyze employee cash flow to minimize inefficiencies.
- Are quick to catch or counteract employee or outside fraud.
- Simplify real-time expense reporting.
- Save time and money by reducing or eliminating physical paperwork.
Above all, a responsible management program frees up resources, putting money back on your balance sheet.
Best Practices for Efficient Corporate Credit Card Management
The key to managing corporate cards successfully is setting expectations, communicating responsibilities, and setting controls for employee and employer accountability.
Whether you set card limits, lock and unlock cards, issue virtual cards, or code and track expenditures daily is up to you.
Just as long as you design a system that balances control and comfort.
Set Up a Corporate Card Policy
Your company policy should:
- Set expectations and communicate cardholder responsibilities
- Lay out eligibility requirements to receive a card
- Set spend limits for teams, departments, or specific expenditures
- Outline the process for submitting receipts
- Establish clear review and penalty processes for violating these rules
Written properly, your policy should ensure everyone understands their rights and responsibilities.
Decide Which Employees Will Get Cards
One of the most important components of managing your corporate cards is deciding who receives them.
At first, you may want to stick with assigning cards to upper-level management or department heads. But as your business grows, you may enact policies to permit other employees to receive cards conditionally or permanently, such as your sales team.
Ensuring your cards are in the right hands for the right reasons gives your employees a sense of flexibility and responsibility.
Consider Virtual Cards
You might consider issuing virtual cards when an employee may need one-time or limited access to a corporate card.
With Pluto cards, you can issue unlimited virtual cards in a matter of minutes and set spending limits as needed.
So the time from the employee request to delivering the virtual card credentials is minimal.
Set Budgets for Each Team and Department
Clear budgets take the guesswork out of reconciling your expenses and provide a “pool” of funds for teams to pull from.
These controls can help curb spending while still providing the funds your business needs to succeed.
Separate Personal and Corporate Expenses
When you design your budgets, it’s crucial to ensure employees know what constitutes a business expense and what doesn’t.
For instance, some companies provide generous food allotments for traveling employees, while others limit corporate card spending to hotel and transportation expenses. In this instance, employees purchasing their own meals would qualify as a personal expense.
You also want to clarify that employees can’t use their company cards for personal expenses that don’t relate to business. Even if they plan to repay you, it must be clear that the corporate card can not be used for these matters.
Have Limits on Cards and Spending Categories
Another way to crack down on corporate card expenses is by setting limits. With Pluto you can set limits when creating a new card, or adjust the limits on the go.
Review these limits regularly to make sure that everyone has limits that are sufficient to support them in their work.
Make Expense Reporting Simple
The card expense reporting process shouldn’t take you hours. Submitting an expense in Pluto is a matter of just a couple of clicks.
Drag and drop the receipt into Pluto, add a couple of details and that is it. This efficiency ensures that employees submit all their expenses on time.
Document Every Purchase – Digitize Receipt Management
When it comes to your expense policy, your corporate credit card statement isn’t reliable enough.
Mandating receipt uploads means that you can verify the accuracy of each transaction for internal and tax-related purposes.
But in the modern world, many vendors are moving away from physical receipts that tear, smudge, or blow away in the wind.
For these instances, consider setting up a corporate email address to provide all-digital vendors.
And for expenses that do generate physical receipts - Pluto allows you to simply take a picture of the receipt with your phone and upload it to the expense management system!
Monitor Employee Spending Habits
One enormous benefit of corporate cards is the sheer transparency involved.
Every transaction is recorded and automatically categorized, allowing you to monitor corporate card expenses using credit card statements. You can also use this information to identify overindulgent employees and limit any unscrupulous spending habits.
But don’t just wait for the statements to show up monthly. Pluto allows you to proactively set alerts, notifications, and monitor transaction activity, helping you catch problems before they snowball, such as “double-dipping.” (Submitting the same expense twice, by mistake or intent.)
Analyze Expense Reports Regularly
Another facet of corporate card expense reporting is regularly analyzing your reports.
With Pluto, businesses can sort expenditures by vendor, department, employee, or internal expense codes.
Sorting and analyzing your expense reports ensures that even if you have dozens of cards floating around, you can readily monitor and manage the ins and outs.
Integrate with Your Accounting Software
The best way to unlock your corporate cards’ potential is by integrating expense software with your accounting software.
Doing so feeds each corporate credit card expense right into your accounting log, saving hundreds of hours entering, verifying, and double-checking that your corporate card statements match actual business expenses.
Pluto allows you to integrate with all major accounting software.
- Efficient corporate card management requires you to use a platform that will allow you to have complete spend control and flexibility.
- This is where Pluto comes in – our platform provides you with all the features and tools necessary to fully manage your corporate card spending.
- A corporate card usage policy is another critical element to keeping spending under control – by setting clear guidelines on what can and cannot be purchased with corporate cards, you can avoid unnecessary expenses.
- Finally, effective communication and training for employees will ensure that everyone is on the same page when it comes to using corporate cards responsibly.
Corporate Cards FAQs
What is a Corporate Card Program?
A corporate card program issues cards to – and establishes rules for – employees who make purchases for a business.
These purchases can range from buying office supplies to airline tickets. Corporate card programs set guidelines for who can use a card, their spend allowance, and the expense reporting process, among other facets.
What is the Advantage of a Corporate Card?
Corporate credit cards offer multiple advantages, including:
- Eliminating cumbersome reimbursement programs
- Centralizing your expense management system
- Integrating expense tracking features to simplify taxes
- Restricting employee spend based on spend limits, vendors, or products
- Reducing potential delays in the reconciliation process
Plus, many corporate cards connect to accounting software to allow businesses to slash time and hours wasted on expense report management.
What is Corporate Card Expense Management?
Expense management refers to the systems that organizations use to track, review, and pay for business and employee expenses.
Keeping expense management processes tightly controlled ensures that businesses can reconcile their balance sheets.
These expenses include any purchases an employee makes to improve the business, from office supplies to business travel costs.
Often, modern expense reports reflect tons of digital items too, like subscriptions and cloud space.
What is Corporate Card Reconciliation?
The corporate card reconciliation process verifies that corporate card statements match a company’s general ledger.
Businesses rely on these processes to validate transactions, keep expenses reasonable, and prevent fraud. (Not to mention, reconciling the books is essential - come tax time.)
With reports that Pluto generates, the work is minimal. You issue corporate cards, put limits on them, and all the receipts and transactions are stored in the Reimbursement report.
Who is Responsible for a Company Credit Card?
From a legal and liability standpoint, employers and businesses are responsible for all expenses charged to a corporate credit card.
That said, businesses may outline use cases in which an employee is responsible for repaying their own charges, such as when they make personal purchases on their employer’s dime.