Free tool
Employee Expense Card Calculator
What reimbursements really cost in admin, delay and error.
Named employee cards are not automatically cheaper than reimbursement. This compares the admin time, the delay to your team and the leakage from missing receipts.
Last reviewed:
Your result
£3,768
Estimated annual benefit of named cards
Assumes cards remove about 60% of claim admin and 70% of receipt leakage. Adjust the inputs if your process is tighter.
- Annual reimbursement admin cost
- £1,800
- Annual receipt leakage
- £3,840
- Annual card fees
- £0
- Admin hours recovered per year
- 36 hours
The strongest argument for named cards is usually control and record quality, not the headline saving.
Cards only work with written limits, one card per person and receipt capture at the point of purchase.
Assumptions this tool makes
- Admin time covers collecting, checking, approving and paying claims.
- Leakage estimates spend that never gets a receipt and either goes unreclaimed or unrecorded.
- Card costs are whatever your provider charges per card, per month.
The formulas used
- reimbursement_admin = claims_per_month x minutes_per_claim / 60 x hourly_cost x 12
- leakage = monthly_spend x missing_receipt_rate x 12
- card_cost = cards x monthly_card_fee x 12
Estimates only. This is a planning aid, not regulated financial advice, tax advice or a personal recommendation. Figures are rounded deliberately to avoid false precision. Your answers stay in your browser: nothing you type here is sent to us, to a partner or to an advertising platform. Read the full disclaimer.