In summary: A corporate card strategy for an international organisation needs to work across multiple countries, entities and financial processes. Key considerations include how cards are administered, how expenses and transaction data are monitored, how different currencies and legal entities are managed, and how the card solution integrates with ERP, accounting and expense management systems. For larger companies, the decision is therefore not only about choosing the right corporate card, but also about how cards can support both central control and local requirements across the organisation.

Managing corporate cards in an international organisation involves different requirements from managing them in a company operating in a single market. When employees, entities and expenses span several countries, it becomes important to have a clear strategy for how cards are used, administered and monitored.

What distinguishes an international corporate card strategy from a local one?

A corporate card is the payment instrument itself. A corporate card strategy covers how the organisation uses and manages its cards. This includes, for example, who receives a card, how expenses are monitored, how billing is organised, how transaction data is used and how the card solution connects with the company's financial processes.

This structure becomes particularly important in an international organisation. If each country or entity works in a different way, administration, reporting and expense monitoring can quickly become fragmented.

The strategy therefore needs to consider both the wider requirements of the group and the practical circumstances in each market.

Central or local management of corporate cards?

A key question for international companies is how much of their corporate card management should be governed centrally and how much should be managed locally.

A more centralised model can make it easier to establish common principles for payments, administration and reporting. At the same time, a more local model may be necessary when different markets or legal entities have different processes and requirements.

For many larger organisations, the choice is therefore not simply between central and local management. The objective is to find a structure where common guidelines can be combined with sufficient flexibility for local operations.

Seven questions to ask when choosing corporate cards for multiple countries

Before choosing or changing your corporate card strategy, you should consider more than the price and basic features of the card. The following questions can help you assess whether a solution will work for an international organisation.

1. In which countries do the cards need to be used? Start by mapping where you operate today and which new markets may become relevant in the future.
2. How should the cards be administered? Consider which tasks should be managed centrally and which need to be handled by local administrators.
3. How should billing be organised? Consider how invoices, cardholders, cost centres and legal entities need to be managed within your financial processes.
4. How are payments in different currencies handled? International organisations need to understand how currencies, exchange rates and any applicable fees affect the overall cost.
5. What transaction data do you need? For larger organisations, structured and accessible data is important for monitoring expenses, analysis and accounting.
6. Which financial systems does the solution need to work with? Map integrations with ERP, accounting and expense management systems before choosing a solution.
7. How should the strategy develop as the organisation grows? A solution that works today also needs to support new employees, entities and markets as the business develops.

How do you manage multiple companies and legal entities?

In an international group, expenses often arise across several entities. The organisation therefore needs to determine which entity should bear the cost, how the transaction should be recorded and which part of the organisation is responsible for administration.

It is therefore important to map the structure of the organisation when developing a corporate card strategy. Questions to consider include:

• Which legal entities should be included in the strategy?
• Which people or functions should be able to administer cards?
• Do expenses need to be monitored by country, entity, department or cost centre?
• How should invoices and transaction data be allocated across different parts of the organisation?
• Which processes should be standardised at group level?

The earlier these questions are defined, the easier it becomes to assess whether a card solution fits the actual structure of the organisation.

Currencies and international card payments

When corporate cards are used across several countries, currency becomes part of the overall cost. A transaction may be made in a different currency from the one used for the company's accounting or billing, which means exchange rates and any currency fees need to be considered when evaluating a solution.

For companies with extensive international travel or significant purchasing in other currencies, even small differences can become more significant when added up across a large number of transactions.

When choosing corporate cards, you should therefore consider:

• how transactions in foreign currencies are handled
• which fees may apply
• how currency information is presented in reporting and transaction data
• how easily expenses in different currencies can be monitored over time

Transaction data and reporting across multiple markets

In an international organisation, the payment itself is only one part of the process. The information generated when the card is used can be equally important.

Structured transaction data can make it easier to analyse what the organisation is purchasing, where expenses arise and how spending develops across different parts of the business.

For finance functions, it is therefore important to assess what information is available and how it can be used within existing reporting and accounting processes.

This may include the ability to:

• monitor transactions and expenses on an ongoing basis
• distinguish between different cardholders and types of expense
• create a clearer overview of corporate card spending
• transfer information to other financial systems

Integration with ERP, accounting and expense management

The larger the organisation, the more important the connection between corporate cards and other financial systems becomes.

If transaction data, receipts and other information need to be handled manually across several systems, administration can quickly increase. Integrations can instead help transfer information between the card solution and the systems used by the organisation for accounting and expense management.

Before choosing a solution, you should therefore identify which systems are critical to your business and what information needs to be transferred between them.

See which systems AirPlus integrates with

How can an international corporate card strategy be organised?

There is no single structure that works for every international company. One approach is to distinguish between common principles at group level and the local use of corporate cards.

At group level, the organisation can define, for example, which types of expenses should be paid using corporate cards, how spending should be monitored and which financial systems should be used.

At local level, employees and administrators also need to be able to manage day to day card use according to the requirements of their own operations.

A simplified structure could therefore look like this:

• The group establishes common principles for corporate cards and expense management.
• Entities and local operations apply these principles according to their requirements and circumstances.
• Cardholders use corporate cards for approved business expenses.
• Transaction data and receipts are collected for monitoring, accounting and analysis.
• Financial systems are used to move information through the organisation's existing processes.

A common strategy can reduce the need for separate ways of working and make it easier to create a consolidated view of how corporate cards are used across the organisation.

How do you develop a corporate card strategy?

A corporate card strategy affects more than the finance department. For it to work in practice, technical, organisational and administrative requirements all need to be considered.

A suitable approach is to start with the needs of the organisation and then evaluate which card solution can best support them:

1. Map your current situation. Identify existing cards, local solutions, personal expenses and manual processes.
2. Define your target model. Decide what should be standardised and which local variations need to remain.
3. Identify system requirements. Map ERP, accounting, expense management and other relevant integrations.
4. Define administration. Decide which roles should be able to order, manage and monitor cards.
5. Plan the implementation. For larger organisations, it may be appropriate to introduce the solution gradually across different groups, entities or markets.
6. Monitor usage. Evaluate how the cards are being used and whether the processes are working as intended.

How AirPlus can support your corporate card strategy

AirPlus Corporate Card is a corporate card for business payments and can be used for expenses including travel, purchasing and other ongoing business costs.

Administrators can use AirPlus Portal to manage company cards and accounts and access statistics and an overview of purchases. Cardholders can use the AirPlus App to view and manage their card details.

Transactions can be monitored digitally and receipts can be managed using AirPlus services for digital receipt management. AirPlus also offers integrations with different systems to support accounting and expense processes.

Learn more about AirPlus Corporate Card

Frequently asked questions about corporate cards for international companies

What does a corporate card strategy mean for an international organisation?

A corporate card strategy defines how a company intends to use, administer and monitor corporate cards across multiple markets or parts of the organisation. It can cover areas such as administration, billing, expense monitoring, transaction data, integrations and the division of responsibilities between central and local teams.

Can a company use corporate cards in multiple countries?

Yes, corporate cards can be used internationally when the card's payment network and terms support use in the relevant markets. Companies operating in several countries should also consider how administration, currencies, billing and reporting work for the solution they are evaluating.

What is the difference between a local and an international corporate card strategy?

A local strategy may be designed for a single entity or a specific market. An international strategy needs to consider how corporate cards and related expense processes should work across multiple markets, companies and legal entities.

Can corporate cards be managed centrally across a group?

The extent to which corporate cards can be managed centrally depends on the card provider, the structure of the organisation and the markets involved. When evaluating a solution, the organisation should therefore establish which administrative functions are available at group level and which are managed locally.

How do corporate cards work with different currencies?

When a card is used in a currency other than the currency associated with the card or invoice, a currency conversion will normally take place. The company should check which exchange rates and any applicable fees apply, as well as how currency information is presented in transaction data and reporting.

Can corporate cards integrate with ERP and financial systems?

Many corporate card solutions offer integrations or data transfers to ERP, accounting and expense management systems. The specific systems and integration options available vary between providers and should therefore be verified before implementing a solution.

What should a large company compare when choosing corporate cards?

Larger companies should consider factors including geographical coverage, administration, billing, currency and fee structures, access to transaction data, integration options and how the solution can support multiple entities or parts of the organisation.

Find the right corporate card for your organisation

A corporate card for an international organisation needs to work both for the person using the card and for the functions responsible for administration, finance and monitoring.

Start with the needs, structure and processes of your organisation rather than the card itself. Once you understand which markets, entities, systems and administrative requirements need to be supported, it becomes easier to establish a clear strategy and choose a solution that can continue to work as your organisation develops.

Explore AirPlus corporate cards