Corporate Cards for Hospitality Industry: A Smarter Way to Manage Spending

For many hospitality businesses, cash flow isn’t steady. It spikes with catering events, holiday rushes or patio season. Tools like high-yield accounts and on-demand credit can help teams stay liquid during slower periods and scale up quickly when things get busy. 

That’s where corporate cards for the hospitality industry come in. Having the right system in place offers a faster, more secure way to manage day-to-day spend. In this article, we’ll break down how corporate cards work for hospitality teams, what to look for in a provider and how they can help you stay efficient as you grow.

What are corporate cards and how do they work in hospitality?

Hospitality teams deal with complex expenses every day. From late-night supplier orders to team travel and location-specific purchases, the spending rarely stops.

Corporate cards are designed specifically for business expenses. Unlike personal or small business credit cards, they’re issued to employees directly, come with custom limits, offer real-time spend visibility and don’t require personal credit guarantees. 

They’re especially useful for hospitality businesses like:

• Restaurants: Give each manager or chef a card for shift needs and supply runs
• Hotels: Assign cards to housekeeping, events or facilities teams
• Coffee shops: Track location-level spend and assign budgets per store
• Franchises: Set company-wide guardrails while allowing local flexibility

The right corporate cards are built to match the pace of hospitality. Armed with smart financial tools, a corporate card program lets teams make secure, controlled purchases whether they’re on-site, on the move or ordering online.

Benefits of using corporate cards in hospitality

As hospitality businesses grow, so does the complexity of tracking and controlling spend. Corporate cards offer a scalable, secure solution to stay on top of expenses without slowing your team down.

Streamlined expense tracking

With corporate cards, every transaction is logged automatically. When paired with accounting software like QuickBooks or Xero, reconciliation becomes quicker and less error-prone.

Built-in tracking features also help businesses stay audit-ready and compliant with internal policies.

Some finance teams have reduced month-end close from weeks to just a few days with automated GL coding, real-time receipt capture and accounting integrations that eliminate manual entry.

“We save upwards of 10 hours every period, which is so significant. It’s more than a hundred hours saved per year.”

Katherine Lei, Director of Finance, Impact Kitchen

Reduce out-of-pocket costs for staff

Hospitality employees often need to make fast decisions like covering a last-minute delivery or grabbing supplies between shifts. Corporate cards give teams the freedom to act without dipping into their own wallets.

This can ease the burden for front-of-house staff handling urgent purchases or event teams buying last-minute supplies. 

Setting spending limits per card or team

Unlike shared company cards or petty cash, corporate cards allow for precise control. You can assign limits by person, department or project so every dollar has a purpose. This flexibility makes it easier to empower staff while keeping spending aligned with the business’s goals.

With a corporate card solution, businesses can issue unique virtual or physical cards to each team member, manager or store with spend caps and merchant locks built in. This reduces rogue transactions and makes reconciling location-level budgets much easier.

Real-time oversight to catch overspending quickly

One of the biggest benefits of using corporate cards is visibility. Finance teams can monitor activity as it happens, making it easier to catch issues early.

Businesses can:

• Identify policy violations right away
• Flag unusual vendor activity or duplicate charges
• Keep tabs on location-specific budgets in busy periods

This kind of oversight is especially valuable in fast-moving environments where spend decisions happen daily.

Extra convenience with secure virtual cards

Many corporate card platforms now offer virtual cards, which are unique, digital cards that can be issued instantly and used for one-off or vendor-specific transactions.

Since each card can be tied to a specific budget or auto-expire, they offer added protection against fraud or misuse.

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What to look for in a corporate card for hospitality

If you’re managing spend across multiple locations, teams or shifts, choosing the right provider can make all the difference. These are the features to look for if you’re in the hospitality industry.

Spend controls and approval workflows

Your card platform should let you set spending limits and approval rules by team, role or vendor. This gives staff the freedom to buy what they need—within clear boundaries.

Example: A restaurant group gives GMs the ability to cover shift supplies, but anything over $1,000 routes to finance for approval. The team stays fast, and big purchases stay in check.

Integration with popular accounting platforms

Make sure the platform connects with your accounting software like QuickBooks, Xero or NetSuite. This cuts down on manual work and keeps your books accurate.

Example: A boutique hotel automatically syncs daily transactions to QuickBooks, tagging expenses to departments like housekeeping, events or maintenance – no extra data entry needed.

Simple receipt capture and matching

Paper receipts are easy to lose, especially when things get busy. Look for a tool that lets staff upload receipts by photo, email or text so finance can match them right away.

Example: A catering company has drivers snap photos of receipts after the vendor runs. It saves time later when finance reconciles fuel and supply purchases by location.

Multi-user management with custom roles

Not everyone needs full access to card settings. Choose a platform that lets you assign access based on job responsibilities.

Example: A café chain gives store managers access to their location’s spend, while district managers oversee activity across

Built-in security features

Fraud and card sharing can be a genuine concern in high-turnover hospitality environments. Look for a platform that lets you issue virtual cards, limit spend by vendor or category and set automatic expiry dates. If you work with U.S.-based suppliers or manage cross-border spend, CAD and USD cards with competitive FX rates can also help protect margins and avoid unnecessary fees.

Example: An event venue issues vendor-specific virtual cards for temporary contractors and uses USD cards to pay U.S.-based suppliers, reducing fraud risk, keeping project costs tightly controlled and avoiding FX markups that cut into profit.

Looking for corporate card comparisons? Check out this rundown of the best business cards in Canada for more information.

Tips for using corporate cards in hospitality

Corporate cards work best when paired with the right policies and habits. Here’s how to get the most value:

• Set a clear spend policy: Outline what can be spent, by whom and how much
• Train your team: Show them how to upload receipts and request virtual cards
• Review spend regularly: Stay proactive and spot trends before they become issues
• Use virtual cards: Great for contractors, online services, one-off expenses or vendor-specific use cases
• Start small: Pilot with one department and then scale to others

Looking for a guide on how corporate cards work in Canada? Here’s a practical guide to corporate cards in Canada. 

Simplify hospitality spending with Float

With no personal guarantees, flexible onboarding and smart controls, Float is the modern solution for restaurant groups, hotels, franchises and food service teams. There are no personal guarantees, onboarding is fast and everything’s built to handle the pace of hospitality.

Here’s how Float helps simplify hospitality business expense management:

• Instant CAD and USD card issuance for staff, managers or locations
• Merchant locks, spend limits and approval flows that prevent overspending
• Seamless syncing with your accounting system for faster month-end
• Real-time receipt capture and auto-matching for cleaner books
• Competitive FX rates for cross-border purchases and U.S. vendor payments
• High-yield accounts and Float Charge to support seasonal cash flow
• Cashback and up to 4% interest on unused funds

Whether you’re scaling up for patio season or simplifying multi-location spend, Float helps finance teams stay in control without slowing anyone down.

Explore how Float supports smarter corporate cards for the hospitality industry and why more finance teams are making the switch.

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