Why Your Not-for-Profit Should Be Using a Virtual Card Solution

Why Your Not-for-Profit Should Be Using a Virtual Card Solution.

Admin overload? Lost receipts? Manual coding? If your team is still struggling to get receipts in at the end of every month, you’re not alone. For Not-for-Profits, managing expenses can be one of the most frustrating – and time-consuming – parts of operations.

That’s where virtual card solutions come in. They offer a secure, efficient way to simplify expenses, improve compliance, and give your team the tools they need to spend responsibly — without the spreadsheet stress.

What Is a Virtual Card, Really?

The name “virtual card” can be misleading – it’s not a gimmick or temporary fix. A virtual card is a digitally issued corporate card that works just like any physical one. You can use it online, add it to a mobile wallet for in-store purchases, and manage the card instantly from a central platform.

Most providers now offer the ability to order a physical card, giving you the flexibility to manage spend in a way that suits your organisation’s needs. The key benefit? You can issue, track, and cancel cards in real-time – without the paperwork or waiting periods.

Three Reasons to Make the Switch

1. Automate Your Receipt Collection

Lost receipts are more than a headache – they’re a compliance risk. Virtual card platforms send automatic reminders via a push notification immediately after a purchase, prompting staff to take a photo and upload their receipt on the spot.

Many virtual card platforms also offer the ability to send automatic reminders to upload receipts, and lock individual’s cards if they do not supply receipts within a certain timeframe.

No more chasing paperwork weeks later. Your admin team sees transactions and receipts in real time, enabling you to manage your expenditure with ease.

2. Strengthen Compliance and Control

• Assign spending limits to individuals or teams
• Restrict transactions by merchant or category
• Monitor spending as it happens
• Issue temporary cards for events or travel

This kind of structure is especially valuable for Not-for-Profits. You get better visibility, strengthened governance, and fewer end-of-month surprises.

3. Issue Cards in Seconds, Not Weeks

Need to onboard a new team member today? Need to issue a temporary card for a one-off trip? With virtual cards, you can do it in seconds – not wait for physical cards to arrive or share a single physical card around the office.

It’s flexible, scalable, and fits how Not-for-Profits actually operate.

What to Look for in a Provider

Virtual card solutions vary – and the right fit for a larger commercial organisation may not be the right one for your Not-for-Profit. The following questions can help guide your decision making process.

Do they meet your compliance needs?

• Ensure the platform meets your organisation’s data security compliance standards for software providers, including PCI-DSS compliance.
• Find a solution that will give your leadership team the oversight and controls they need to effectively manage your organisation’s expenditure. This includes the capacity for approval workflows, card controls and budget limits.

Is it accessible for your whole team to use?

• Simple to navigate and use mobile apps
• Accessible training materials
• An effective integration with your accounting systems

Will your organisation commit to the transition?

• Communicate the change clearly
• Provide training and support
• Develop or update your card and reimbursement policies
• Phase out traditional cards as part of a clean, managed rollout

Still Using Traditional Corporate Cards?

The most effective approach? Pick one, commit, and embed it properly. A unified system is simpler for your team and stronger for your compliance.

How The Breakthrough Office Can Support

At The Breakthrough Office, we know that better systems lead to better impact. That’s why we’ve partnered with Weel, one of Australia’s leading virtual card platforms, to support our clients in streamlining their expense workflows.

All of our end-to-end accounting clients get access to Weel included in their service – with no additional subscription required.

We go beyond the tech by supporting:

• Full Weel account setup for your organisation
• Team training and onboarding
• Integration with Xero set up
• Supporting with the creation of your expense and approval workflow policies

Final Thought: Spend Less Time on Admin, More Time on Impact

Virtual cards aren’t just a technology tool – they’re a way to improve governance, reduce admin burden, and streamline workflows.

Whatever your Not-for-Profit’s purpose, a smart spend solution supports your team to focus on what really matters: creating impact.