Harbourline Bank

Cards

Cards that keep to the rules

A small team can hand out team cards, virtual cards and cards meant for one spend only. Every one of them carries limits and rules that an admin sets by hand and can change at any time.

  • Team card

    For people who buy for the team

    A physical card for the person who does the regular buying, from printer paper to the Friday biscuits. The admin decides which budgets it draws on and who approves anything outside them.

    • Limit per card
    • Allowed spending categories
    • Freeze at any time

  • Virtual card

    For subscriptions and online buying

    A card that lives in the account and is used for software, adverts and online orders. The admin gives each one an owner and can close it the day a subscription is no longer needed.

    • Named owner per card
    • One merchant category only
    • Close when no longer used

  • Single spend card

    For one approved purchase

    A card created for one approved purchase, such as a conference ticket or a piece of kit. The admin sets what it is for, and once that spend is done the card stops working.

    • Tied to one request
    • Closes after use
    • Receipt required

Limits you can choose

The admin picks the type of limit for each card, and the value is agreed by your team, not by this site.

  1. Card limit

    A ceiling on everything one card can spend. The admin chooses which cards carry one and who can change it.

  2. Category limit

    A ceiling on one kind of spending, such as travel or meals, across the cards that use it.

  3. Limit per spend

    A ceiling on any single purchase. Anything above it goes to the named approver first.

  4. Time window

    The days or period a card can be used, so a card for a trade show only works around the trade show.

Two sides of the desk

The admin sees

Every card in the team, the rules on each one and who holds it. Requests waiting for a decision sit in one list, and spends still missing a receipt are marked so they can be chased before the month is closed.

The cardholder sees

Their own card and the rules it carries, written in plain words. They can ask for a spend against a budget, see whether it was approved and why, and add a photo of the receipt once they have it.

Illustration: beads are units, not amounts.

Tell us how this month went.

Tell us how your team spends now, who holds a card, who signs off and where receipts end up, and a person at our desk replies by email. Nothing is opened here.

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