Company Card Expenses

What Are Company Card Expenses?

BookYourPTO supports two types of expense reports:

Company card expense reports follow the same structure as reimbursement reports (line items, per diems, mileage) but are used to record and reconcile spending on corporate cards rather than to process a payment to the employee.

Enabling Company Card Expenses

Company card support is disabled by default. An Administrator or Executive must enable it before employees can create company card reports.

1. Go to Settings > Expenses.
2. Scroll to the Company Card section.
3. Toggle Enable Company Card on.
4. Choose which roles are allowed to create company card reports.
5. Decide whether company card reports require approval (see below).
6. Save your changes.

Creating a Company Card Expense Report

1. Navigate to Expenses and click + New Claim.
2. Enter the report details (title, dates, purpose).
3. Select Company Card as the report type.
4. Add line items, per diems, or mileage entries as usual.
5. Attach receipts where required by your organization's receipt policy.
6. Submit the report when complete.

Approval Workflow

Company card expenses support an optional approval workflow controlled by the Require Approval setting in Settings > Expenses > Company Card.

When Approval Is Required

The report follows the standard expense approval flow:

1. Draft — Employee creates the report and adds items.
2. Submitted — Employee submits the report.
3. Pending Approval — Report is routed to the appropriate approver.
4. Approved — Approver approves the report.
5. Paid — Administrator marks the report as paid (reconciled).

When Approval Is Not Required

The report skips the approval step entirely:

1. Draft — Employee creates the report and adds items.
2. Submitted — Employee submits the report; it moves directly to Approved.
3. Paid — Administrator marks the report as paid (reconciled).

Marking as Paid

Once a company card report is approved (or auto-approved), an Administrator or Executive can mark it as paid to indicate that the expense has been reconciled.

1. Open the approved expense report.
2. Click Mark as Paid.
3. Optionally enter a payment reference (e.g., statement reference number).
4. Optionally select a payment method (e.g., Credit Card).
5. Confirm the action.

The report status moves to Paid and no further changes can be made.

QuickBooks Sync

If your organization has QuickBooks integration configured, company card expenses sync to QuickBooks when marked as paid, just like reimbursement expenses.

• The report is created as a bill or expense entry in QuickBooks.
• Line items, taxes, and categories are mapped according to your QuickBooks integration settings.
• The payment method is recorded in the sync metadata.