There’s a version of expense management that most business owners know well. A shared card number floating around the office. Employees out of pocket waiting on reimbursement. A month-end ritual of chasing receipts and figuring out who spent what, and why.
It’s not a catastrophe. It’s just friction. Constant, unnecessary friction that quietly drains time, creates security risks, and makes someone in your team feel like the office bad cop every single month.
We’ve been using a tool for a couple of years now that has largely solved this for us. And right now, we’re offering our clients the chance to access it at 50% off for three months. More on that below.
A Problem We Recognised in Our Own Business
A few years ago, we were reviewing our technology stack, looking at what we were actually using and what we could cut. What became obvious quickly was that cancelling subscriptions you no longer need is far harder than it should be.
“Some providers don’t make it easy,” our Managing Director, Jonathan Elliot, explained. “You’re navigating terms and conditions, trying to work out who to contact, what the notice period is. It’s a time-consuming process for something that should be simple.”
That conversation led us to look more honestly at how we were managing all of our spending. And what we found was a system that had quietly been costing us more than we realised.
What a Shared Card Actually Costs You
Most businesses run on one or two corporate cards. It seems straightforward enough until teams grow, remote work becomes normal, and software subscriptions multiply.
When someone travels, they either use their own money and claim it back, or they chase down a card number. When someone leaves, you’re scrambling to cancel everything that card was linked to. As Jono put it: “If someone leaves and they’ve got the traditional card number, how do you contain it? You cancel your card and everything that goes with it, and start all over again. As the team grows, that becomes nigh impossible to manage.”
Security aside, the admin alone adds up. We used to have an email circulating at the end of the month: these transactions haven’t been reconciled, who has the invoice? Multiply that by twelve months and a growing team, and it’s a meaningful amount of time going nowhere useful.
A Different Way to Manage Spending
We started using Weel, a spend management platform that lets businesses create virtual cards for any purpose, any team member, or any subscription, controlled entirely from a central dashboard.
“We have a Weel card for every single subscription,” Jono said. “We know what’s being spent where. And if we want to cancel, we don’t have to navigate terms and conditions. We just cancel the card.”
For employee spending, instead of asking someone to be out of pocket and wait for reimbursement, we spin up a virtual card with a defined budget. The employee has what they need. We retain full visibility. The reimbursement process disappears entirely.
There’s also a human element worth noting. People don’t always feel comfortable saying they can’t afford to be out of pocket for a week. A card with a defined limit removes that awkwardness, while keeping the controls firmly in place.
When it comes to month end, the shift is just as noticeable. When spending is assigned to a specific card and purpose, reconciliation becomes largely automatic. Receipts captured in real time. Spending tracked by category. For businesses using Xero, it all flows through without the manual data entry that used to make bookkeeping feel like a chore.
Who Gets the Most Out of It
Any business with people spending money on its behalf. Trades and construction firms tracking spend by job or site. Not-for-profits with audit requirements and volunteers spread across programmes. NDIS and aged care providers managing funding with meticulous accountability.
But it’s not only dispersed teams that benefit. Even within our own firm, around a third of our people work from locations outside our main offices. The days of being able to hand someone a card in person are gone for a lot of businesses, and the systems need to catch up.
Claim 50% Off for Three Months
We recommend Weel because we use it ourselves and it works. That’s the only reason we’d put our name next to it.
New clients who sign up before 31 March 2026 receive 50% off their first three months. It’s a practical way to see whether it suits your business before committing further.
Take control, then freedom.
