How virtual payment works

Paying virtually for business trips

The look and feel

Perhaps an obvious question but a valid one, nonetheless. How do virtual payments look and feel to travellers and, importantly, other employees, whose roles payment affects?

Virtual payment is essentially a cashless and cardless form of payment – they require no physical payment method other than your phone.

Once travellers have downloaded an app, a virtual card can be created or requested from the device. Importantly, this card has all the features of a regular card – it just lives within a mobile wallet as opposed to a physical wallet.

Pre-trip

Typically, hotel and air are booked by a travel manager:

1. You receive a travel booking request from a corporate client

2. You make the booking

Behind the scene moments (which happen in a matter of seconds!)

- Your booking system sends data to your virtual payment provider.

- The virtual payment provider contacts the client`s issuer.

- The issuer generates a virtual card number and sends it back to the virtual card provider.

- The virtual card provider sends your booking system a virtual card number

- Your booking system is notified

3.You press PAY and complete the booking

Well, that`s it! Everything else happens automatically, especially reconciliation.

On-trip

Typically, taxis, meals, coffees as well as conferences and ecommerce purchases spent on the go by a traveller:

  1. Request for a virtual card from finance. Or if you the employee is trusted, they can create one themselves within a set of rules that finance has arranged in advance for them. So, over to step 3 if you`re this lucky.

2. Finance sends a card to your virtual payment app.

3. Add your virtual card to Apple Pay of Google Pay.

4. Use that card for your authorised expenses.

5. Every time you pay, take a photo of the receipt.

6. That`s it! – everything else happens automatically.

And what your travellers will never need to do, ever again:

x.         Use the same corporate card for multiple people

x.         Use personal cash for business.

x.         Collect and lose receipts.

x.         Waste hours on expense reports and stress.

x.         Wait weeks for to get reimbursed.