1. Apply the eligibility gate
List every legal entity, operating country, cardholder country and settlement currency. Remove any provider that cannot support the real organisation.
2. Map the spend lifecycle
Follow a purchase through card issue, limit, receipt, coding, approval, reimbursement and accounting reconciliation.
- Physical and virtual cards
- Out-of-pocket reimbursement
- Supplier invoices and subscriptions
- Policy exceptions and approval
- Month-end export or sync
3. Test controls with real roles
Give an employee, manager and finance owner their intended permissions. Test a rejected purchase, missing receipt, changed limit and leaver card suspension.
4. Verify the finance connection
Use representative tax codes, dimensions and attachments. Confirm how corrections, refunds and foreign-currency transactions reach the accounting or ERP system.
5. Calculate total cost
Include platform, users, cards, entities, FX, transfers, reimbursements, add-ons, implementation and monthly administration. Keep temporary offers separate from the ongoing baseline.