Author: Janessa Goulet

If you’ve ever spent a stressful afternoon at the end of the month chasing down receipts and manually reconciling transactions, you know how frustrating corporate card expense management can be. Canadian small business owners and finance teams often have to play detective, hunting for credit card receipts and determining whether an expense is truly business-related. 

The good news is that you don’t have to do reconciliations manually when QuickBooks integrations for corporate cards exist. A QuickBooks integration is a connection that enables an export of your company’s credit card spending into your accounting software. As a result, all of your transactions are automatically synced and up to date with expenses properly categorized. It sounds like magic, but it’s real life!

Why does this matter for Canadian businesses? When you take the manual approach of entering credit card transactions into QuickBooks, you not only fall into a time sink, but you also open the door to typos and data entry errors. Plus, your company faces delayed financial visibility, with no clear picture of your books.

A QuickBooks integration gives you real-time reporting so you and your finance team have a solid understanding of company expenses at all times—without losing hours chasing credit card receipts. In this guide, we explore what a QuickBooks integration for corporate cards is and why you should consider it. We also show you best practices for integrating your corporate card with QuickBooks and how to avoid common challenges. 

What is QuickBooks integration for corporate cards?

The QuickBooks accounting integration for corporate cards is every Canadian small business owner and finance team’s dream. Available via QuickBooks Online, the corporate cards integration works almost like a tireless personal assistant. On call 24/7, it connects your credit card transactions, such as those from Float’s corporate card, to QuickBooks. It automatically categorizes them and syncs with the accounting tool. 

When you don’t have to enter physical or virtual credit card transactions into QuickBooks manually, you have more time to focus on the strategic aspects of your business instead of being bogged down by data entry. 

Benefits of integrating corporate cards with QuickBooks

Your time is more valuable than gold as a small business owner. When you connect your credit card to QuickBooks, you increase efficiency by taking manual data entry off your plate, creating a streamlined expense management process that almost runs itself and giving yourself time back.

Here are some of the key advantages of integrating your credit card with QuickBooks Online Canada and QuickBooks Desktop Canada. 

Automated transaction sync

Transactions are exported to QuickBooks as Expenses, with custom fields, general ledger (GL) codes, tax codes, vendors and receipts attached. You don’t need to download transactions as CSV files or manually enter any data. Each transaction is categorized correctly in real time. Forget about double entries, typos or missed entries. 

Improved expense visibility

When you’re running a small business, you never want to be blind at the helm. If you can’t see where your money is going in real time, you’re in trouble! Some corporate cards, like Float’s, offer real-time spend visibility. QuickBooks’ integration with your corporate cards also shows you total spending by category, department and employee, so you can stop cash flow problems before they get too big. 

Faster reconciliation

If you know the pain of manually matching receipts with transactions, then you know how big a benefit it is to automate this process. With the QuickBooks integration, receipts are automatically matched to transactions, saving you hours (and tears). This results in faster month-end closes and cleaner ledgers for your finance team. 

With Float’s credit card, receipts are automatically matched and spenders can simply add the receipt via the text notification, eliminating the receipt tracking scramble at month-end. The transaction and the receipt are then exported to QuickBooks Online. 

Enhanced compliance and control

Some credit cards, like Float’s, offer additional controls such as merchant category blocking and card pausing if employees don’t upload the required documentation. Float also has notifications to remind spenders to upload their information. Leveraging tools that integrate with Quickbooks, you can continue to enforce your business credit card policy and automatically flag noncompliant transactions. And, for when tax season inevitably arrives, you can ensure your records are audit-friendly with receipts and approvals in place.

For more information about how the QuickBooks integration works with Float, see the QBO Float help article.

Choosing the right corporate card for the QuickBooks integration 

The QuickBooks integration for corporate cards works with many different types of cards. If you’re considering getting a new business credit card or wondering which credit cards work best with the QuickBooks integration, here are some key factors to keep in mind.

Prioritize providers with native QuickBooks integration

If you don’t want to deal with complicated custom integrations, choose a corporate card with a native integration. That means it’s supported within QuickBooks and you can connect to it within minutes without having to pull your hair out. Not all corporate cards offer this level of plug-and-play compatibility—but you can find it with Float’s corporate card. 

Look for cards with robust API support

Think of an API like a universal adaptor. It connects two systems and standardizes communication so that data flows seamlessly. This is a good option if there is no native integration like there is with Float.  

Consider spend control and reporting features

Corporate credit cards like Float’s that have built-in spend controls such as customizable spending limits, merchant category blocking, card pausing and category restrictions ensure your spending stays compliant with your policies. With robust reporting features, you can better understand your business spending in real time, whether you integrate with QuickBooks or not.

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Best practices for the QuickBooks corporate card integration

When you connect your credit card to QuickBooks, you do more than just automate the process of inputting credit card transactions into your accounting system. You establish an entirely new workflow that saves your business time, money and stress. To maximize the benefits, you’ve got to put a few best practices in place.

Keep card account names consistent in QuickBooks

If you have multiple corporate cards integrated with QuickBooks, keep card account names clear and consistent. For example, “Marketing Expenses” tells you a lot more than “Corporate Card 0598.” It’s helpful when you know what the card is used for or who it belongs to. 

Set up GL codes for automated matching

Set up default GL codes in QuickBooks that align with your business spending, such as travel, meals, office supplies and gas. QuickBooks automatically matches expenses to the right GL codes, and it even learns your spending patterns over time for more accurate categorization. 

Regularly review integration settings

Whether you’ve integrated a corporate card or personal card, you have to review your integration settings regularly. While APIs and native integrations are reliable, they’re not foolproof, and things can go wrong unexpectedly. Set up a quarterly or monthly reminder to make sure the credit card is properly synced so small issues don’t snowball. If you’re using Float, however, you can set it and forget it. 

Train finance teams on new workflows

If your team has been manually inputting credit card transactions into your accounting software, the QuickBooks integration is a big change—like going from a typewriter to a supercomputer. Take time to onboard your team (or yourself!) on how QuickBooks works and how to verify transactions moving forward.

Common challenges and how to overcome them

Technological innovations like the QuickBooks integration for corporate cards are great—until they’re not. Sometimes the integration can work perfectly one day and be glitchy the next.

Here are some common challenges you may encounter and solutions to overcome them.

Duplicate transactions

You may notice duplicate transactions within QuickBooks, which can happen if you have an automated sync and someone manually adds in transactions as well. Be sure to check your integration setup to ensure there are no duplicate feeds, and let your team know to stop manually entering transactions once the sync is in place. 

Mismatched categories

QuickBooks may incorrectly categorize a credit card expense if your categorization rules aren’t clear. Review your expense categories and categorization rules. Keep in mind that QuickBooks learns from past actions, so its categorization will improve over time. 

Sync delays or connectivity issues

Your bank connection may time out, you may lose authorization for your account or your credit card issuer may update their security protocols. Or, a finance tool might promise an integration but that integration could be unreliable and break. All of these things can result in sync delays or connectivity issues. If this happens, you might have to reconnect your credit card to QuickBooks. 

Account mapping errors

When using a CSV export instead of a direct integration, you may run into mapping issues. Review your account mapping and connect the credit card to the correct chart of accounts.

Drive financial efficiency with QuickBooks integration

If you have a corporate credit card and use QuickBooks, integrating the two is a must for modern corporate card expense management. Automating manual data entry leads to higher accuracy, time savings and real-time visibility into your company credit card spend.

Not all business credit cards can easily integrate with QuickBooks. Opt for a corporate card like Float’s which has a native integration with QuickBooks Online—and offers advanced spend controls and real-time dashboards. Unlock financial efficiency with the right credit card and the right tools. Explore Float’s corporate card today.

Temporary card spending limits are one of the best-kept secrets in smarter spend management. They give finance teams the freedom to empower employees to act, without handing over the keys to the vault.

These temporary card spending limits are also crucial, given the challenges of managing company credit. For perspective, did you know that over half of businesses under five years old struggle with low credit limits on business credit cards? Leveraging tools to stay on top of business credit—and using that credit wisely—can help.

Whether you’re dealing with short-term projects, seasonal campaigns or that one-off vendor who still insists on charging a card, temporary card spending limits allow you to strike the balance between flexibility and control.

In this guide, we’ll explain what temporary card spending limits are, how they work and how to use them effectively to keep spend moving without breaking your budget or your brain.

What are temporary card spending limits?

Temporary card spending limits give you targeted control. The idea goes beyond just limiting how much someone can spend and trusting them to stay within that range. Instead, you’re choosing exactly when that limit applies and for how long.

A temporary card spending limit is exactly what it sounds like: a card cap that’s only valid for a specific period of time. It overrides the standard ongoing limit for the duration you choose, then reverts back automatically.

You might set a lower limit on an employee’s card to keep them within budget for a one-off event, or temporarily raise a card’s limit to cover a larger purchase during a busy season. Either way, you’re giving them just enough access to accomplish what they need to without granting them a blank cheque.

These limits are especially helpful for corporate credit cards and virtual cards. Whether you’re managing monthly allocations or daily debit card limits, the idea is the same: set a control window and let the card handle the rest.

How do temporary spending limits work?

No manual resets. No awkward “whoops” purchases. No uncomfortable conversations at month-end when your finance team has to explain that the budget was blown through… again. Temporary limits keep you in control while giving employees what they need, when they need it.

Temporary spending limits let you set a short-term cap on how much can be spent on a credit card—either for yourself or someone else, like an employee. Once the limit is hit, new charges will be declined until it’s reset or lifted.

Depending on your corporate card provider, setting up a temporary spending limit is easy. Log in to your admin portal and assign the short-term cap. You can do this based on each card, letting you be in complete control of who is spending what and when.

How temporary spending limits work at Float

At Float, admins can create and manage temporary card spending limits right in the platform. 

Here’s how it works:

• Admins assign a start and end date, along with the temporary limit amount
• The limit can be set on a new or existing card (say, a $0 card that becomes temporarily active)
• Once the period ends, the card resets to its original limit or gets deleted entirely, if it was set up for one-time use

Employees can request temporary limits through Float’s spend request flow. Just choose the amount and expiry date, and finance can approve it in a few clicks. Once the limit expires, the card resets automatically. If you’re on Float’s Professional plan, you can even stack multiple temporary limits on the same card.

If someone tries to spend beyond the temporary limit, the transaction is declined. No awkward convos, no clean-up later. Just clear boundaries from the start.

You can also layer on other controls, such as merchant category blocking or daily debit card limits, to tailor spending down to the dollar and the day.

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Benefits of setting temporary card limits

Temporary limits are used for security purposes and are a key part of flexible, modern finance operations. Limiting spend by time and purpose allows you to improve trust, compliance and culture all at once.

There’s a reason smart finance teams are swapping permanent card access for temporary spend caps. 

Using temporary card limits helps: 

• Keep spend aligned to actual business needs instead of guessing future usage
• Reduce risk of overspending or card misuse
• Add an extra layer of security; great for fraud prevention
• Make it easier to say yes to spending without losing oversight
• Automate clean-up (goodbye calendar reminders to reduce someone’s limit)

Whether you’re working with credit or debit card spending limits, the same benefit applies: you can set spending limits on cards that align with real timelines and real budgets.

Considerations when using temporary limits

Before rolling out temporary limits to everyone, it’s worth mapping out a few guidelines. A little planning on the front end pays off in cleaner data and smoother approvals later.

Temporary limits are flexible by design, but they still require planning. 

Here are a few tips to keep in mind:

• Use them for short-term, non-recurring spend like travel expenses, customer events or seasonal purchases
• Keep recurring spend separate; if you’ve got ongoing software subscriptions, don’t tuck them under a temporary cap
• Communicate clearly with cardholders so they know what they can spend and when the limit will expire
• Set up automated notifications and approval paths to avoid confusion or friction
• Review card activity regularly, as temporary limits are a control, not a reason to skip reconciliation

Pro tip: When you need to change debit card spending limits or credit limits on the fly, temporary caps give you a fast, reversible way to do it, without reissuing cards, trying to stay on top of spending until a new card arrives, or rushing to rewrite your credit card policy.

How to start with temporary card limits

If you’re ready to make the switch, you don’t need to overhaul your card program overnight. Start small, set clear expectations and let the automation do its job.

Here’s how to roll out temporary limits in a way that supports your policy without slowing your team down:

1. Check your platform’s features

Not all providers support temporary limits, so make sure yours does. (Spoiler: Float does, and we make it easy.)

2. Decide who gets what

Employees with a $0 card can request spending limits when they need them. Finance teams just approve, set the cap and expiry and move on.

3. Define limits and timelines

For a big company event happening next Thursday, set the limit to expire the following day. That’s set-it-and-forget-it at its finest.

4. Use virtual cards where possible

Float lets you issue single-use or recurring cards with temporary or permanent limits in CAD or USD.

5. Automate your controls

Add merchant blocking, department codes and category mapping upfront so you’re not coding the same spend twice.

As you scale, you’ll be able to increase card spending limits as needed, or dial them back just as quickly.

Float: Flexible spending limits for smarter control

Float’s temporary card limits are designed to support how modern businesses spend, with speed, security and built-in accountability.

Whether you’re empowering team leads to run events, testing new vendors or navigating volatile project budgets, Float lets you set spending limits on cards that match the moment. When the task is complete, the card deactivates or resets.

Need to change debit card spending limits for a contractor or increase card spending limit for a team lead? You can do that in seconds, without adding risk or friction.

With Float, admins stay in control while employees stay empowered. That’s what we call good policy (and even better peace of mind).

Ready to spend smarter? Learn more about our corporate card platform here, or explore other helpful reads on who should get company credit cards, virtual credit cards and business credit card policies.

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Even well-meaning teams can swipe the wrong card or accidentally bend the rules. One software subscription here, a lunch order there, all add up. That’s why merchant-specific spending controls are a finance team’s best friend.

Nobody wants to roadblock a productive team. However, managing cash flow is one of the top three business challenges for small business owners who are experiencing uncertainty. These corporate card controls, including merchant-specific spending, allow you to rein in spending without micromanaging your team. 

In this guide, we’ll walk through what merchant category and vendor-based controls are, how to implement them effectively and how Float makes it simple to enforce policies without slowing anyone down.

What are merchant-specific spending controls?

Let’s start with the basics. Merchant-specific spending controls limit the use of corporate cards to designated locations and purposes. 

These limits include:

Merchant category controls (MCC blocking)

These determine which categories of merchants are allowed or blocked. For example, a software card might be blocked from being used at restaurants, or a gas card may be restricted to fuel-only purchases.

Vendor-specific setups

While Float doesn’t block individual vendors by name (e.g. Amazon or DoorDash), you can configure vendor-dedicated cards with merchant category blocking, spend limits and automated tags. That effectively achieves the same outcome and keeps your accounting team smiling.

Merchant category controls work by using standard merchant category codes (MCCs) or industry-assigned identifiers that categorize businesses, such as “Advertising” or “Hotels.” 

Just note: Your corporate card or expense management software (whatever you are using to set merchant-specific spending controls) typically doesn’t assign these categories. The merchant’s payment processor does.

This approach shifts employee spending management from post-purchase damage control to preemptive peace of mind. Instead of discovering that someone signed up for a new app on the team lunch card, Float can automatically decline the charge at checkout and notify the cardholder.

There are a few exceptions. Executive cards, for instance, may be left open if they need to handle a wide range of purchases. But for most employees, defaulting to category-based or vendor-specific controls is the smarter move.

​Why merchant controls matter more than ever

Finance teams must juggle rapid growth, distributed teams, and increased oversight. The risk of accidental (or off-policy) spend is real, especially when team members don’t always know what’s allowed, or when finance can’t see spending in real time.

Here are a few ways implementing merchant-specific spending controls can help.

Prevent unauthorized or non-compliant spending

Whether it’s someone accidentally using their team lunch card to sign up for a new app or testing out software without approval, merchant controls stop that spend at the point of sale.

Avoid waste on unapproved tools or services

A forgotten subscription or unvetted vendor can make it easy to lose money on services you didn’t mean to pay for.

Reduce reconciliation work

Pre-approved spending means fewer mysteries to solve when month-end rolls around. It’s also easier to automate accounting when transactions follow predictable patterns.

Support financial policy compliance

For nonprofits, public entities or companies with strict guidelines, these controls make it easier to stay audit-ready, without making finance the bad guy.

Key features to look for in merchant control tools

Not all corporate card controls are created equal. Look for features that offer flexibility, automation and the ability to scale with your team. 

At a minimum, your platform should include:

• Merchant category blocking and allowing
• Vendor-level card configurations
• Whitelisting or blacklisting capabilities
• Role- or department-based rule creation
• Spending limit controls by amount, vendor and timeframe
• Real-time alerts when spend goes off-policy
• One-time use card support (auto-deletes after first transaction) and temporary spending limits
• Custom rule configurations for different teams or use cases

With providers like Float, you can also layer on automation. For example, you might set up a card to only allow software purchases up to $500/month, auto-tag them to a specific GL account and send an alert if something falls outside that range.

How to implement merchant category controls effectively

Setting up employee spending management doesn’t have to be complicated. For best results, however, you’ll want some upfront thinking in the mix. 

Here’s a simple rollout plan you can use for the implementation of merchant category controls. 

1. Identify high-risk or frequently misused categories

Think of categories like restaurants, software or subscriptions: areas where spend can easily drift outside policy. Start by locking these down with merchant category blocking.

2. Align controls with internal policies

If your expense policy doesn’t allow spending on certain vendors or types of purchases, make sure your controls reflect that. It’s easier to enforce rules when they’re baked into the card itself.

3. Set up controls by card, team or project

Create cards for specific vendors or types of spend. You might have a shared “office expenses” card for low-cost supplies, and individual cards with MCC restrictions for team leads managing specific budgets. This makes it easy to know where every dollar goes and empower your team to move fast while still controlling employee spending.

4. Monitor usage and iterate

Keep an eye on spending patterns. If cards are constantly getting declined for valid reasons, it may be time to adjust the rules. Don’t be afraid to tweak things as your needs evolve.

5. Communicate with cardholders

The best spending limit controls are ones that employees understand. Let your team know what’s allowed, what’s not and who to contact if a charge is declined. Surprises at the checkout aren’t a great look, especially when it’s the CEO’s coffee order getting a chilly reception.

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How Float makes merchant-specific spend control simple

Float takes the heavy lifting out of financial policy compliance by putting controls on the cards themselves, where they belong. 

With Float, you can:

• Set real-time controls at the card level
• Apply merchant category blocking
• Create vendor-specific configurations with built-in limits
• Combine rules by amount, vendor, category and timeframe
• Automate GL coding and policy alerts
• Configure approval workflows that match your expense policy
• Issue one-time cards that delete after a single use

And the best part? You can do all of this without turning your finance team into full-time hall monitors. Float lets you spend less time policing and more time planning.

Float: Real control without micromanagement

You shouldn’t have to chase receipts, guess who bought what or wonder why someone signed up for a new SaaS tool on the office pizza card. 

With merchant-specific spending controls, you can prevent problems before they happen and empower your team to spend confidently within clear guardrails.

Float makes it easy to roll out these corporate card controls, customize them for your business and automate the approval and accounting processes behind the scenes. It’s employee spending management that works for everyone, not just finance.

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Corporate cards should empower your team, not open the floodgates on company spending. But if you’re still relying on shared cards or static business card spending limits, you’re likely dealing with bloated approvals, manual reconciliation and a lot of crossed fingers at month end.

Smart spending limits are a finance leader’s secret weapon, especially when paired with credit card internal controls. Done right, they give teams the autonomy to act fast without blowing past budgets or losing visibility. 

Among the top five obstacles faced by Canadian businesses are rising inflation, debt costs and the cost of inputs—all driving up the urgency for proactive spend control.

This guide breaks down how to set effective business card spending limits, build compliance into your corporate credit card management process and use tools like Float to do it all without the admin burden.

Step 1: Determine eligibility

Not everyone needs a corporate card, but nearly everyone needs to spend company money at some point. The first step is rethinking what “having a card” means.

Float customers often issue $0 cards across the org. These aren’t blank cheques. They’re access cards. Employees can request spending as needed, and limits are only activated after approval. That means you can empower more team members without exposing the business to unnecessary risk.

Still want to keep things tighter? Prioritize card access for:

• Employees who travel frequently (sales, execs or field staff)
• Team leads with recurring budgets (marketing, ops or events)
• Anyone frequently submitting reimbursements

If a role involves regular purchasing, make it easier and faster with card access. And skip the painful pay-back process. 

Step 2: Define acceptable uses for business cards

Before you assign limits, clarify what the card is for. Clear spend categories are your first line of defence against corporate card misuse and will help lay the groundwork for streamlined spend control with company cards.

Start with the basics:

• Travel and lodging
• Client meals and events
• Recurring software or tools
• Approved subscriptions
• Marketing and ad spend

Float makes this even easier with category-specific cards. Want to make sure your Meta Ads budget doesn’t sneak into “miscellaneous”? Create a virtual card just for that vendor, set a monthly cap and automate the coding. If the vendor overcharges or your budget changes, you’ll know right away because the card will decline.

Setting expectations up front avoids awkward conversations later and builds accountability into the process.

Step 3: Establish appropriate business card spending limits

Here’s where most teams get stuck. How much is too much? Setting the right spending limit isn’t about playing gatekeeper. It’s about creating guardrails that give your team the freedom to move quickly, without sacrificing control, budget oversight or peace of mind. 

As your company grows, with more spenders and more transactions flying around, vague or inflated limits can quickly lead to policy breaches and reconciliation headaches.

This step is where your business card spending limits strategy becomes real. You can set corporate card limits by aligning them with actual business needs—by team, role or vendor—and keep things moving without losing track of where the money’s going.

Instead of fixed limits tied to job titles, modern finance teams take a dynamic approach:

• Frequent travellers get per-trip or per-month limits based on historical averages
• Vendor-specific cards match the monthly budget (for example, $20K/month on Google Ads)
• Occasional users request temporary limits as needed, with expiry dates built in

Float allows you to set default limits, enable spend requests and schedule automatic resets. For example, you might approve a $5K limit for a conference with an automatic drop back to $0 after the event.

Step 4: Implement internal controls and compliance measures

Every business credit card policy needs teeth, and ideally, automation. Float’s platform makes it easy to set submission rules (like mandatory receipts or GL codes) and approval workflows based on spend thresholds. That way, the right people sign off at the right time, before money goes out the door.

Want to avoid finance being the bottleneck for every $200 purchase? Route smaller approvals to team leads and save yourself for the big-ticket items. You can even run post-transaction reviews for additional oversight without slowing things down.

If someone fails to submit a receipt or explain a charge, Float can pause their card automatically until they catch up. These practical credit card internal controls are built-in.

Step 5: Utilize automation for enhanced card management

Here’s where Float earns its keep. Traditional cards force finance teams to manually update limits, monitor budgets and chase down documentation. 

Float automates all of that:

• Real-time notifications for spending and receipts
• Custom approval flows by team, spend type or amount
• Vendor-specific cards with auto-coding and category locks
• Expiring limits so temporary budgets don’t stick around

That means your team gets what they need quickly, and you keep full control without playing email ping-pong. It also reduces reconciliation headaches, improves month-end accuracy and frees up finance to focus on strategy over tracking down receipts.

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Step 6: Monitor and adjust spending limits regularly

Set it and forget it doesn’t work when your company is scaling. As teams grow or budgets shift, it’s essential to set corporate card limits that adapt to the current business reality. 

Here’s what to watch for:

• Frequent declines may mean your limits are too low
• Unused cards or stale budgets suggest that overspending isn’t your real problem
• Make it a habit to pause or remove cards during employee turnover

Float makes it easy to spot stale cards, low limits or users who no longer need access, so you can keep things clean without digging through spreadsheets. You can review card activity, pause inactive users and adjust limits with a few clicks. 

Monthly or quarterly limit reviews help keep your corporate credit card management clean, relevant, and low risk.

Float: Implementing effective spending controls

Setting business card spending limits isn’t about micromanaging. It’s about enabling smart, strategic spend.

The right system gives your team the freedom to act without opening you up to risk. With Float, you can ditch static policies, clunky card-sharing and “Oops, who spent this?” moments for good.

You’ll have real-time visibility, automated guardrails and the flexibility to support every team without slowing them down. It’s spend control with company cards that work.

A smart first step is to eliminate the guesswork from your business credit card policy. Grab Float’s free expense policy template and get started today.

Traditional payment methods can be slow, opaque and hard to control, creating a recipe for delays, confusion and risk. That’s why more businesses are turning to on-demand virtual cards for a faster, safer way to manage company payments. 

If your business is still managing payments with shared corporate cards, clunky bank transfers, or—brace yourself—cheques, you’re not alone. But you’re also not moving at the pace your business needs. 

Unfortunately, your expenses are unlikely to decrease anytime soon. In fact, 30% of SMBs from Float’s SMB Financial Outlook report had increased their spending over the past six months. All the more reason to gain clarity around company spend.

In this article, we’ll break down what on-demand virtual cards are, how they work and why they’re a game-changer for Canadian businesses. 

Spoiler: there’s no sticky note with your CEO’s credit card number involved.

What are on-demand virtual cards?

On-demand virtual cards are exactly what they sound like: instantly generated, digital-only card numbers tied to a central corporate account. There’s no special setup needed for vendors. They work just like a regular credit card number that any vendor can accept.

These cards are designed for specific use cases such as booking travel, paying for ad campaigns or managing recurring SaaS subscriptions. Virtual cards simplify vendor transactions, prevent overspending and give finance teams control without the admin drag.

Think corporate cards with built-in controls designed for business payments. Each 16-digit card number is unique, can be used for one-time or recurring purchases, and comes with built-in controls like spend limits, expiry dates and merchant restrictions.

And since they’re virtual, there’s no waiting for plastic in the mail (or risking lost cards in someone’s desk drawer). You issue them as needed, pause or revoke them just as fast and never lose track of where your money’s going.

How do on-demand virtual cards work?​

Let’s gain a clear understanding of how a typical payment flow with virtual cards works by breaking it down step-by-step.

1. Request: A team member submits a spend request. Let’s say $500 for an upcoming event.

2. Approve: The request is automatically routed to the correct approver. Approvals can happen via email, Slack or directly in Float. No bank logins required.

3. Issue: Once approved, a virtual card is created instantly with built-in controls for merchant, amount and expiry as needed.

4. Spend: The employee uses the card like any credit card, either online or for recurring payments.

5. Reconcile: Float sends a prompt for receipts and auto-codes the expense. At month-end, reconciliation is more about reviewing than wrangling spreadsheets.

For finance teams, it’s a breath of fresh air. No bottlenecks, no chasing receipts and no last-minute Slack blasts asking, “Does anyone know what this charge is?”

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Benefits for business payments

On-demand virtual cards solve some of the most persistent headaches in business payments, offering better security, real-time control and way less manual admin. You’ll pay vendors instantly and reliably, with no disruption to your supplier relationships.

Here’s what that looks like in practice.

Stronger security

Every virtual card has a unique number and can be restricted to a single vendor or category. That means if your Meta Ads card is compromised, you won’t have to scramble to update 14 other subscriptions tied to the same number. They’ll even decline overspending attempts automatically, so you don’t need to chase refunds after the fact.

And if something looks suspicious? Freeze or cancel the card in seconds without affecting any other spend. That’s a major upgrade in virtual cards security, especially compared to traditional shared cards or manual payment flows.

Greater control and visibility

With virtual cards, financial management becomes proactive instead of reactive. Finance teams gain real-time insight into where money is going, who’s spending it and why. You can issue cards with custom limits, set merchant rules or expire cards after a set period.

Unlike traditional plastic cards, virtual corporate cards can be issued instantly with built-in limits and expiry dates. Need to cap ad spend at $10,000 per month? Easy. Want to give a sales rep access to $2,000 for a client trip that expires Friday? Done. That level of granularity enables you to align spending with actual budgets, rather than relying on guesswork.

Streamlined reconciliation and cash flow

Because each card is tied to a specific purpose, coding and reconciling expenses become ridiculously easy. You can automatically match spend to POs or invoices, apply the correct GL codes and even flag outliers before they become problems—this type of virtual card automation results in fewer manual errors and more time spent on strategic tasks.

For growing businesses, this means cleaner books, faster month-end closes and better cash flow planning. Not to mention, you’ll see fewer emails that start with “Just following up again on this receipt.”

Key features to look for in an on-demand virtual card provider

Not all virtual card platforms are created equal. If you’re looking to upgrade your payment workflows, it’s worth finding a solution that not only digitizes your cards but also streamlines your financial operations. 

The right platform should take work off your plate, not just shift it around. For any business that handles recurring expenses, software subscriptions or B2B payments, virtual cards can bring order and oversight to spend.

If you’re evaluating platforms, here’s what to look for to find your finance team’s new favourite tool:

Ease of use and integration

Look for a platform that makes it dead simple to create, assign and manage cards in seconds. Even if you’re issuing dozens of cards, Float keeps things clean. Each card is tied to a user, purpose and budget, so nothing gets lost in the shuffle.

Bonus points if it integrates with your accounting tools or ERP to reduce double entry. You’ll want a platform that connects directly to your GL or gives you a custom export that’s plug-and-play. 

Robust controls

You want to control expenses before they occur. The right provider will let you set granular rules for each card, including amount, merchant, expiry date and even category restrictions. You can automate approvals by team or dollar amount, shifting decision-making to the people who hold the budget.

Reconciliation and reporting tools

Automation is key. Look for built-in features like receipt prompts, coding reminders and post-transaction reviews. From coding prompts to post-transaction reviews, virtual cards automation keeps spend compliant and finance workflows efficient.

Provider expertise

Choose a partner that understands the unique needs of Canadian businesses, and isn’t just another U.S.-based platform with a maple leaf added on. It’s built from the ground up with Canadian tax rules, workflows and financial realities in mind.

Float for faster, safer business payments

On-demand virtual cards aren’t just a shiny new tool. From controlling ad spend to managing vendor subscriptions or funding last-minute travel, they offer real-time flexibility without sacrificing control.

Float’s corporate cards combine speed, automation and smart virtual cards for financial management made easy. You get instant card creation, smart approval flows, airtight controls and seamless reconciliation designed for the way Canadian finance teams actually work. 

The right provider and rollout strategy could transform how you handle business payments forever. When it comes to virtual card security, control and compliance, Float gives you the tools to do it all, without slowing your team down.

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If you’ve ever wondered whether your employees should keep putting business expenses on their own cards or whether it’s time to roll out corporate cards, this guide’s for you.

The decision of corporate cards vs. personal cards may not sound like an exciting debate. But this one decision can make or break your cash flow, stress levels and how many receipts you’re chasing late into the night at month-end. And if you’re still relying on reimbursements, you’re likely carrying more risk (and frustration) than you need to.

A lack of clarity in company spending and cash flow isn’t a rare issue. In fact, 30% of small businesses say they do not have good cash flow visibility and cannot predict potential problems. Having all of your spending on corporate cards that provide you more visibility into spending can be a huge first step in improving that cash flow visibility.

Here’s how to evaluate your readiness for a better solution for company spending, and just as importantly, how to switch.

What are corporate cards?

Corporate cards are company-issued credit cards that let employees make approved purchases on behalf of the business. Unlike personal credit cards, they’re tied to a central account and usually come with tools to control, track and report on spending.

Modern corporate cards like Float go a step further. You can issue physical or virtual cards with customizable limits, merchant restrictions and real-time visibility into every transaction.

There are typically two types of spend to consider:

• Corporate spend, such as software subscriptions, advertising or vendor payments
• Employee spend, such as travel, client lunches or office supplies

With the right controls in place, you can empower both types of spend while staying in control of your budget.

Corporate cards vs personal cards: When should employees use their own cards and request reimbursements?

For many small businesses, the debate around corporate cards vs personal cards often ends with employees using their personal cards and submitting reimbursements—it’s familiar, easy to set up, and can feel less risky.

There are a few scenarios in which reimbursements make sense:

• When the employee doesn’t have a corporate card yet. This could apply to new hires, as well as contractors or staff members who only incur business expenses on an infrequent basis.
• For a one-off or unexpected transaction. In situations where there isn’t enough time to get approval for a corporate card in advance, your best bet may be to use a personal card and get reimbursed.
• When the vendor only accepts cash, debit or a bank transfer. In cases where it’s just not possible to pay via credit card, reimbursement is often the way to go.

But here’s the catch: reimbursements from personal spending come with drawbacks. Employees are fronting company costs out of pocket, which can be a big burden if the expense is large or the repayment drags on. This model also leaves finance teams chasing receipts, sorting through manual submissions and dealing with unclear or delayed expense data.

And let’s be honest—most employees can’t (or would rather not) float the company hundreds or thousands of dollars while waiting for payday. Financial stress is a real thing, and they’re at work to reduce it, not ratchet it up.

Reimbursements can also hide spending issues until it’s too late for your team to do anything about it. By the time finance sees the expense, it’s already happened. That leaves little room to prevent duplicate charges, enforce business expense policies or catch fraud.

Corporate credit card benefits: When to choose corporate cards over reimbursements

Understanding the pros and cons of corporate cards vs personal cards is key as your business scales. Switching from personal cards to corporate cards streamlines expenses and helps you gain control, visibility, and agility as your business grows. A need can arise from having more team members on the road, a spike in marketing spend or an overloaded finance team. 

If your current process is slowing things down or creating tension with employees, that’s a clear sign you’ve outgrown it. And when these corporate credit card benefits start to sound appealing, you’re likely in a good spot to make a change.

Here are some benefits of implementing a corporate credit card solution.

Improved spend control and visibility

Corporate cards offer real-time data on spending, which is something you’ll never get with a lagging reimbursement process. With Float, you can set transaction limits, restrict merchant types and spot a rogue spend instantly. That means fewer surprises at month-end and faster, more informed decisions and running your business proactively instead of reactively.

Streamlined expense management solutions

When you control spending at the point of purchase, everything that follows gets easier. Receipts are attached automatically, transactions are categorized and your accounting system is updated faster, especially if you use Float’s direct integrations. No more cross-referencing spreadsheets, chasing paperwork or playing catch-up at month-end.

Enhanced employee experience and satisfaction

Giving employees corporate cards means they don’t have to dip into personal funds or wait for reimbursements while crossing their fingers. It’s one less stressor, especially for those without large credit limits or savings buffers. And because Float offers $0 balance cards with pre-approved spend, you can empower your team without giving up control.

Reduced risk of expense fraud and misuse

Many business owners worry about employees going rogue with company credit card usage. Preventing the misuse of company cards is important, but the real risk lies in not having controls in place. And if your team is spending on their personal card, it’s near impossible to put your own controls on the card. 

With Float, you can set category code restrictions, create temporary limits and even review transactions after they occur for full accountability. You get all the oversight of reimbursements, without the delay or administrative headache.

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Implementing a corporate card program

You don’t have to wait for a problem to make the move. One of the best times to roll out a corporate card program is before your expense process breaks down. And as soon as you do, you’ll benefit from the practical advantages a corporate card program can offer.

Once you’re ready to move to corporate cards, a little planning upfront can make a big difference. Here are three handy steps to keep in mind.

1. Set clear goals and business expense policies

Start by defining what you want company credit card usage to achieve: better control, faster reconciliation or improved employee experience. Then build your expense policy around those goals. With the right rules and workflows, your card program becomes an extension of your financial strategy.

2. Use tools that scale with you

A modern solution that your business can grow with makes all the difference for your corporate card program. Float’s all-in-one spend platform offers cards, reimbursements and bill pay in a single solution. That means no more juggling tools that don’t talk to each other. You can start small and scale up without needing to rip out and replace systems later.

3. Lean on support and onboarding

You don’t have to go it alone with an expense management solution. Float’s implementation and support teams are there to guide you through setup, policy design and training, so you can roll out cards with confidence and clarity.

Float: Built-in guardrails for company spending

Reimbursements may have worked for a time, but they aren’t built to scale. As your business grows, so do the risks, delays and frustrations of relying on personal cards.

Float offers a smarter way forward with a corporate card program designed for better workflows. They improve control, speed up accounting, empower your employees and give you the real-time visibility you need to lead.

Still torn between personal cards and corporate cards? Don’t wait for your expense process to break when a smoother, more straightforward solution already exists.

Ready to make the switch? Explore how Float’s modern card platform can help.

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Figuring out who should have a corporate credit card isn’t always straightforward. Should everyone get one? Just your exec team? What if your intern picks up a gift for a client?

This is where many small business owners may get stuck. And with 50% of small businesses already spending 10 to 40 hours per month on payments and reconciliation processes, adding more cards might seem like more work. However, thanks to modern tools that let you issue $0 limit cards with spending restrictions, it’s possible to empower employee spending while actually easing admin levels.

In this guide, we’ll help you cut through the confusion by breaking down how to decide who gets a corporate card and how to protect your business. We’ll also share what to look for in a business credit card management program that gives you full visibility, without creating headaches for finance teams.

Criteria for issuing corporate cards

The first step in corporate card issuance is to stop thinking about business credit cards the old-school way. You’re not handing out blank cheques or giving everyone several thousand dollars to burn through. With the right platform, every card can be customized for its purpose, right down to the dollar amount and merchant category.

So, who should get one?

Employees who frequently incur business expenses

Think client lunches, coffee runs and office supply pickups. You know, all those helpful purchases that keep clients happy, teams caffeinated and operations running smoothly. If someone regularly spends on behalf of the business, a corporate card streamlines the process and eliminates out-of-pocket costs.

Roles that require travel or client entertainment

These expenses tend to be ad hoc and time-sensitive. Instead of juggling reimbursements, give travelling employees a $0 limit card that gets funded per trip, with merchant restrictions that keep spending tight.

Positions with purchasing responsibilities

Think IT managing software subscriptions or operations staff buying supplies. In these cases, the person managing the service and completing the transaction may not be the budget owner. Assign the card accordingly.

Trusted, policy-aware employees

Even if someone’s role doesn’t scream cardholder, having the ability to request spend quickly (and within guardrails) can be a time-saver. A modern expense management solution (like Float) allows you to issue a card to every employee with significantly less risk. Limits and category restrictions ensure the tool fits the task, keeping everyone’s routine running smoothly without hiccups or frustrating delays.

The key isn’t to try to limit who gets a card, because with a better solution, anyone can have one. With the company credit card policy and frameworks in place, paired with a modern solution, all of your employees can have access to the spending they need within your guidelines.

Benefits of providing corporate cards

Trusting your team with corporate cards can feel daunting, but there are substantial payoffs ahead with minimal risk when implemented correctly. The most common corporate card benefits will positively impact your entire team. 

1. Smoother expense management

Employees stop dipping into their own money, and finance stops chasing receipts like they’ve taken up detective work as a side hustle. Corporate cards and employee expense accountability combined with streamlined expense management software create a win-win.

2. Instant spend visibility

Know where your money is going while it’s going, not a month later during reconciliation. This improves forecasting, budget tracking, and overall agility and minimizes risks.

3. Happier employees

Spare your team the awkward Slack conversations about covering a flight or hotel bill on their own card or waiting a month to get reimbursed. Corporate cards remove friction and create trust.

4. Built-in rewards

Every dollar you spend can earn cash back with Float, returning money to your business, not to someone’s Aeroplan account. Financial rewards can be a welcome cushion to buffer against ever-growing expenses.

5. Less manual work

Pre-approved spend, automated categorization, and real-time tracking are measurable corporate card benefits. These benefits lighten the load for your finance team and speed up your month-end close.

Risks and considerations

Worried someone’s going to quit and take their card on a farewell shopping spree? Totally fair, but also totally fixable. You’re not alone in these worries, but most concerns are rooted in outdated systems.

Modern platforms like Float flip that script with features that help to minimize risks of giving members of your team their own corporate cards, including:

• $0 balance cards ensure no one can spend unless you fund it first.
• Category restrictions prevent misuse (for example, a lunch card can’t be used at a spa).
• Temporary limits expire after a transaction or event, closing the window for misuse.
• Post-transaction reviews allow managers to audit spending easily, without micromanaging.

You also have more control than with reimbursements. With cards, you approve spending before it happens, not just hoping your team follows your company credit card policy and submitting corrections after the fact.

Still unsure? Float offers virtual corporate cards, onboarding support, and an implementation team to ensure you can confidently use the platform from day one.

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How to select the right program to empower employee spending and employee corporate credit cards

The best corporate card program gives you flexibility and control, so you can enable spending where it’s needed and trim time from your month-end close.

Here’s what to look for:

Finely-tuned controls

Choose a provider that lets you issue physical or virtual corporate cards with precise spending rules per person, category and transaction.

Real-time expense tracking

The faster you see spend, the faster you can act to pivot strategy, catch fraud or spot trends. 

Accounting integrations

Solutions that integrate directly with Xero, QuickBooks and NetSuite (plus custom CSV exports) streamline your month-end close and reduce the need for manual entry and spreadsheet wrestling matches.

Unified platform

The fewer disconnected tools you use (cards here, reimbursements there and bill pay elsewhere), the less room there is for error, and the less time your team spends pulling reports and shuffling data around like a game of telephone.

Ultimately, you want a system that supports scale. Even if you’re starting small, issuing cards now with the right restrictions sets your team up for easier growth later.

Float: A smart solution for spending with control

Traditional views on corporate credit cards can leave businesses stuck in the past, and poorly prepared for what company spend actually looks like today. 

Float offers you more freedom in business credit card management, so you can focus on how you’d like cards to be used to support your business. With the right platform, you can equip employees with the tools they need to do their jobs while keeping your budget airtight and your processes clean.

Ready to give your team spending power, without the stress? Float gives you the power to hand out cards without breaking a sweat or your budget.  

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In small startups or lean finance teams, employees using personal credit cards for business expenses can feel like a necessary evil. It’s quick, familiar and avoids the complexity of setting up corporate cards—at least for a while.

But as your business grows, so do the risks of mixing personal finances with business. What starts as a simple workaround can quietly create financial blind spots, employee friction and policy headaches. Personal cards seem easier until receipts go missing, reimbursements lag and someone’s chasing down records for a $1,000 steak dinner.

So, which is right for your business?

Let’s walk through the pros and cons of both options, as well as smart steps you can take to make the shift without overhauling everything.

Why credit cards are used for business expenses

As your business evolves, so will your financial needs. With things moving at a faster pace, it’s natural for more transactions to move towards credit  cards. In fact, monthly credit card spend has gone up 18% on average for small businesses in Canada over the past few years. 

As an owner, using a personal credit card for company expenses might feel convenient, but it can blur the lines between business and personal finances fast. And any additional balance you end up carrying could hurt your chances of gaining the personal credit you need, like a mortgage or car loan.

On the other hand, the biggest reason employees use personal cards is simple: they don’t have access to company funds when needed. This shows up most often in time-sensitive situations like grabbing office supplies, taking clients out for lunch or covering travel expenses on the fly.
In many companies, only a few senior leaders have corporate cards. So when something comes up unexpectedly, employees do what they can: they put it on their own cards and submit for reimbursement later.

Should you let employees use personal credit cards or explore a corporate credit card program? 

From an operations standpoint, letting employees use personal credit cards for business expenses might seem harmless. Until it snowballs into various levels of chaos. 

Can it work at the beginning? Sure. Is there usually a tipping point where it’s no longer the best idea? Definitely.

Using personal credit cards for business in Canada

Letting employees use personal cards does offer short-term advantages. No setup or new systems are required, and employees can access funds immediately if they have credit room. 

And employees certainly do like earning those sparkly personal reward points.

But those benefits don’t hold up under pressure at a growing business, and suddenly your “simple” system is eating your month-end close alive before you know it. 

Here’s where personal cards become a liability:

• Equity and access: Not every employee can afford to front expenses. It can be presumptuous to assume all staff have personal credit available, especially for large expenses like flights or hotel bookings.
• Delayed visibility: Finance teams don’t see the spend until the expense report comes in, which often means late, incomplete or unclear financial data.
• Reimbursement friction: Employees can be left floating thousands of dollars for weeks while they wait for approvals and payroll cycles.
• Illusion of control: Many finance leaders believe reimbursements encourage frugality. In reality, once the spend has happened, there’s little recourse beyond a stern conversation. Most expenses still get reimbursed, and the money still goes out the door.

Providing corporate credit cards for business expenses

On the other hand, corporate credit cards (especially modern ones) give finance teams actual control and oversight through:

• Pre-set spend limits by person, team or category
• Real-time visibility into purchases
• Automated integrations with spend management tools
• Easier, faster reconciliation and month-end close
• No financial burden on the employee
• Company benefits tied to rewards related to spending (cash back, anyone?)

Of course, corporate cards aren’t a magic fix. Some finance leaders worry that giving everyone access to company money invites misuse.  

However, that concern is fading with more modern corporate credit cards options.  Today’s tools make it possible to issue credit cards for business expenses with as little as zero balance, only funding them as needed with strict and customizable rules.

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What finance leaders should do about company expense management

You don’t have to go from zero to 100 overnight. There are smart and manageable steps finance teams can take to move away from personal card use and toward a more efficient, equitable system:

1. Start small with high-impact teams

Roll out corporate cards to a specific group like the sales team, execs who travel often or operations staff handling frequent purchases. Focus on the team with the most frequent or high-dollar spend to make the biggest immediate difference.

2. Use zero-balance cards as a safeguard

Give employees cards with no preloaded funds. When they need to make a purchase, approved funds can be issued instantly. This creates access without risk and keeps finance firmly in control.

3. Build clear policies before scaling

Don’t wait until you’ve distributed cards to create an expense policy. Define what’s allowed, who approves it and what the guardrails are. The more clarity you provide up front, the fewer issues you’ll have down the road.

4. Prioritize education and support

Corporate card programs are only as effective as the communication around them. Help employees understand when and how to use their cards and what to do if something changes. You’re not restricting spending; you’re empowering them with the right tools to do their jobs.

5. Use tools that give real-time oversight

Pair your cards with expense management software that shows transactions as they happen, not after the fact. This gives you tighter control, easier audits and way less chasing after receipts.

6. Revisit and adjust as you grow

Don’t treat your first rollout as the final answer. As your company evolves, so will your needs. Periodically review your cardholders, limits and policy to make sure your program is scaling with you.

Make expense management even easier

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Float: Corporate cards with flexibility built right in

Using personal credit cards for business in Canada isn’t the only option for your team. Reimbursements might work in a pinch, but they don’t scale. Corporate credit cards can flip the script, especially when paired with the right tools and policies. They make company funds accessible without giving up control.

Ready to see how simple spend management can be?

Float makes it easy to issue cards with custom limits, track spend in real time and scale your program at your own pace.