1. Define ownership
Name who requests cards, sets limits, approves exceptions, chases receipts, manages leavers and reconciles the ledger.
2. Design policy before automation
Document allowed spend, merchant restrictions, receipt deadlines, tax evidence and escalation. Configure software only after the rules are understandable without it.
3. Test difficult transactions
Include foreign currency, refund, split coding, subscription, cash withdrawal, missing receipt and out-of-pocket reimbursement.
4. Prove the accounting output
Confirm account codes, tax treatment, dimensions, attachments and audit history in the destination ledger. Reconcile counts and totals before trusting automatic sync.
5. Protect the exit path
Test card cancellation and export of transactions, receipts, users and approvals. Retain records according to the business's legal and accounting obligations.