The complete guide to business expense cards

Have you ever met a business owner who enjoys chasing receipts and manually approving expenses? Neither have we.

Business expenses usually start small, a receipt here, an invoice there and then somehow you’re suddenly knee-deep in spreadsheets, sending emails to employees on annual leave, and wishing you’d put a stop to this goose chase earlier. 

It’s not too late. Expense cards stop things getting to that point. Your team can pay for what they need, while receipts are captured and categorised as they go. Transactions are recorded and everything stays organised without the usual back-and-forth.

In this guide, we’ll explain how expense cards work, what are the alternatives, and what to look for when choosing one for your small or medium business.

What is an expense card?

Business expense cards allow employees the flexibility to spend money for necessary purchases such as: fuel, travel, accommodation, office supplies, software subscriptions, essential morning coffee runs and beyond. They’re a solution to the often messy world of reimbursements, or using company credit cards.

It’s now easier than ever to both use and issue expense cards for your business, and it could be useful for a sole trader too, so expenses aren't muddled with your personal accounts.  

The advantages are clear: the business owner can set spending limits, working just like a prepaid card, invoices and receipts can be easily captured, resulting in full visibility for business owners. You know when money is being spent and what it’s being spent on, making it a no-brainer for managing petty cashflow and more. 

How do expense cards work for businesses?

Depending on your business needs, expense cards can be physical or virtual (via Apple Pay or Google Pay). They’re used by teams to pay for everyday business expenses, whether that’s a client lunch, software subscription, or office supplies. Simply pay with the card, snap a photo of the receipt on your smartphone, and it’s automatically recorded in the right category.

Whoever is managing the finances will set a spend limit to each card; keeping employee spending in check and projects in budget. Often the owner can define rules such as: maximum spend per transaction, monthly limits and approved merchant categories. 

What are the alternatives? 

The alternatives to a company expense card are either using a company credit card, or the employee using their own personal card to pay for expenses.

Whilst an employee using their own cards for company expenses is commonplace, it can often come with reimbursement delays, manual expense reporting with the potential for errors and lost receipts. 

A company credit card might sound great in theory, but for a business owner or finance team it comes with a few possible problems, too. Firstly, when you can’t manage spending, there’s more chance of employees misusing the card, although some do offer the option to set limits. Also, you won't know what’s been spent until the end of the month, which can cause some unwanted surprises. Then there’s also the fees to consider, where typically you’ll be charged a transaction fee for every purchase. And finally, there’s the admin involved in chasing invoices and receipts for every item.

Benefits for businesses 

The benefits of a business expense card are threefold: more control over spending, less admin (especially at month-end), and real-time visibility over where your money is going.

Instead of reviewing spending after it’s already happened, you can set clear limits upfront. Different teams can have different budgets, individual employees can have their own caps, and you can decide exactly what each card can be used for. 

With business expense cards, there’s no need for employees to pay out of pocket and submit reimbursements later. There are no spreadsheets to update or receipts to chase. Instead, spending is captured as it happens. Transactions are logged in real time, categorised automatically, and matched with receipts as they’re uploaded.

If your expense card system integrates with your accounting software, and many do – it goes a step further. Data flows through automatically, meaning there’s little to no manual input required. 

Rather than waiting for a statement or end-of-month report, you can see exactly what’s being spent as it happens. That makes it easier to spot issues early, adjust budgets, and stay in control as your business grows.

Finally, there’s the added layer of security and flexibility. Cards can be frozen or deactivated instantly if something doesn’t look right, and new cards can be issued just as quickly.

How to choose an expense card

Choosing the right expense card starts with understanding how your business actually spends money day to day.

The answers will help you work out what you need from a card. Some businesses need tight controls and approvals. Others just want a simple way to pay for things without dealing with reimbursements.

It’s also worth looking at how the card fits into your existing setup. If you already use accounting software, make sure the card can connect to it. 

Fees are another important factor. Some providers charge monthly fees, transaction fees, or add markups to foreign currency payments. These costs can add up quickly, especially as your business grows.

Why choose an Apron expense card

Apron offers your first 10 cards for free and you can get started in seconds. No need to speak to a sales team, simply head to the Apron app and set it up. There’s even a £100 welcome bonus for joining Apron. 

Set approvals and spend limits per individual card from the getgo and see what's spent in real time. Every time you (or a member of your team) make a transaction using your Apron Card, you'll also earn points - 1 point for every £1 spent. Convert your points 1:1 into Virgin Points to spend on rewards through Virgin Red and Virgin Atlantic Flying Club, including flight upgrades, luxury hotel stays and more. The admin owner can also redeem points for cash or Amazon gift cards.

Travelling for work in your own vehicle? You can also submit mileage claims directly in the app and Apron calculates the reimbursement automatically based on your company's rate.

The only ongoing fees to be aware of are a small 0.2% charge on ATM withdrawals, plus any fee set by the ATM provider. Foreign currency transactions are processed at the standard Mastercard exchange rate.

Ultimately, the right expense card should make things simpler. It should reduce admin, give you control, and fit into the way your business already works without adding extra complexity.

There are many expense cards to choose from, but if it’s about getting started, the quickest and simplest is with an Apron card. 

FAQs

Do I need a business bank account to use an expense card?
In most cases, yes. Expense cards are usually linked to a business account or platform so spending can be tracked and managed properly.

Can I give every employee their own expense card?
You can. Most providers let you issue individual cards, each with its own limits and rules, so you’re not relying on one shared card.

What can’t I use an expense card for?
That depends on the controls you set. You can restrict spending to certain categories, merchants, or amounts, which helps prevent misuse.

Are expense cards better than reimbursements?
For most businesses, yes. Reimbursements take time, rely on employees paying out of pocket, and often lead to missing receipts. Expense cards remove that process entirely.

Can I use expense cards for subscriptions?
Yes. Virtual cards are often used for subscriptions, making it easier to track recurring payments and cancel them if needed.

Do expense cards work internationally?
They do, but it’s worth checking fees and exchange rates. Some providers add markups, while others use standard rates.

Does Apron offer a physical expense card?
Yes we do! There’s a £5 charge but virtual cards are free, for the first ten.