Managing and Automating Reloadable Prepaid Card Spending


Automating Low Dollar Day-to-Day Business Operations Spend

PurchaseAnywhere® is a cloud-based payments solution that provides a cost-effective and comprehensive way to automate, reconcile, and manage day-to-day business operational spending. It does this through using Purchasing Cards (P-Cards) or Reloadable Prepaid cards, making the entire process from end-to-end simpler and more efficient.

With PurchaseAnywhere, businesses can mitigate risks and make strategic decisions that help reduce costs while balancing compliance requirements. This solution empowers businesses to make informed capital and resource decisions, leading to improved efficiency and cost savings.

80% of Corporate Purchases are Low-Dollar Value

It costs businesses upwards of $80 to issue and manage a single Purchase Order

Issuing and managing a single purchase order can cost businesses upwards of $80. The entire process of creating, approving, and paying for supplier invoices can often be more expensive than the value of the items purchased. Additionally, managing, storing, and retrieving the associated documents can be a costly and time-consuming task for entire organization. To avoid these expenses and risks, many businesses keep funds on hand for routine day-to-day purchases. However, this increases the potential for theft, loss, or mismanagement of funds. In distributed environments, the management of cash poses an even higher risk.

Using prepaid cards to pay for these types of purchases offers a low-cost alternative that includes enhanced spending controls and purchasing oversight, as well as a streamlined payment process that minimizes the risk of fraud.

PurchaseAnywhere® Reloadable Cards

Automating Low Dollar Value Day-to-Day Business Operations Spend

Many businesses have distributed centers of operations with different investors connected to them. Managing and reconciling the day-to-day expenses associated with these centers can be challenging, daunting, and expensive. Financial management becomes even more complex because investor relations often prohibit the commingling of funds.

Issuing corporate cards for each center involves a lot of paperwork for both investors and management, which is not operationally practical. It's also not practical to ask all employees at each operations center to incur ongoing expenses for reimbursement. As a result, businesses often send money (via check, wire transfer, or cash) directly into the personal accounts of select individuals at these centers. However, this practice can increase the risk of fraud and other financial risks for the business.

Risk Management And Cost Reduction

ExpenseAnywhere mitigates risk and drastically reduces reconciliation costs by providing reloadable prepaid cards (VISA or MasterCard) integrated with the PurchaseAnywhere solution to manage cards and card charges. In addition, the solution offers:

  • Ability to create center-specific prepaid cards funded from their specific bank accounts, making it easier to manage center-specific expenses.
  • Instantly upload and download funds to or from a card, minimizing risk and loss.
  • Exercise control on card spend. Upload the funds as needed.
  • Card transactions data is instantly populated in PurchaseAnywhere® System for allocation, approval, and posting to client ERP Systems, including Yardi and Real Page
  • Increased operational efficiencies. Improved visibility into expenses.
  • Enhanced compliance with corporate policies.
  • Advanced business intelligence and analytics.

Major Features

Prepaid Cards

PurchaseAnywhere® and its partners issue VISA or MasterCard reloadable prepaid cards that are FDIC-insured. Each card can be funded from its specific bank account if required.

Charge Authentication and Processing

The system empowers businesses to instantly authenticate point-of-sale (POS) charges, which provides greater control and visibility while minimizing risk. Card charges are immediately posted to the PurchaseAnywhere® system, which automates the entire process of managing and reconciling card charges while ensuring compliance with corporate policies.

Receipt Matching & Validation

Card users can upload pictures of their purchase receipts using their mobile devices, or they can email or fax them to PurchaseAnywhere for validation and reconciliation.

Approval Workflow

PurchaseAnywhere® can be easily configured to support the client's required approval process.

ERP Integration

PurchaseAnywhere® provides a turnkey solution that is fully integrated with the client's ERP systems and processes, which eliminates the time-consuming and error-prone process of manually entering data into AP systems. The solution is compatible with most ERP systems, including Yardi and RealPage.

Intelligent Dashboards and Reporting

PurchaseAnywhere® provides comprehensive spend data, reports and charts that enable a 360-degree analysis of card spending, including comparative category spending for various entities. Additionally, the solution offers ad-hoc reporting capabilities. For prepaid cards, the system provides real-time card balances and the ability to top up cards with funds.

Streamlined Tax Compliance

PurchaseAnywhere® enables businesses to stay in regulatory compliance by automatically reviewing each expense for geo-code-based use-tax liability. This feature eliminates the need for many hours of manual effort spent reviewing receipts for compliance with taxes.