Approval-Based Limits

Managing employee spending shouldn’t rely on manual follow-ups, uncontrolled card refreshes, or traditional custody cycles that create operational and financial risk.

That’s why Swypex introduced

Approval-Based Limits

— a smarter way to control corporate spending while maintaining operational flexibility for your teams.

Approval-Based Limits allow companies to issue corporate cards with controlled spending balances that are only replenished after management review and approval.

Instead of having card limits automatically renewed every month regardless of transaction review, companies can now create a governed spending cycle where every spend is validated before the card balance becomes reusable again.

This gives finance and management teams:

The employee can use the card normally within the assigned limit for purchases, operational expenses, or business spending.

Every transaction will appear in real time on the Swypex dashboard for visibility and review.

After spending occurs, transactions remain pending management action through the Transaction Reviewing workflow.

Finance teams or authorized approvers can:

⚠️ Important Notes:

A transaction is no longer considered pending once:

Once transactions are fully approved, the card balance becomes available again based on the approved amount.

This means:

The spending cycle becomes fully controlled and traceable.

When using Approval-Based Limits, the card widget provides real-time visibility into the employee’s spending cycle through three key balances:

Understanding these balances helps finance teams maintain full control over employee spending and operational custodies.

Pending Review represents:

These amounts are considered submitted for review and are currently waiting for management action through the Transaction Reviewing process.

Once transactions are reviewed and approved, the corresponding balance can be replenished back to the card according to the company’s Approval-Based Limits setup.

Outstanding Cash represents cash amounts withdrawn from ATMs that are still held by the employee.

This balance includes:

As long as the cash is not settled or submitted properly, it remains classified as Outstanding Cash.

This gives finance teams clear visibility into uncaptured or unsettled employee cash custody balances.

Available to Spend represents the remaining usable balance currently available on the employee’s card.

This balance changes dynamically based on:

Under Approval-Based Limits, available balance is not automatically refreshed based on time cycles. Instead, it is controlled through the company’s review and approval workflow.

Finance teams maintain full oversight before balances are reused.

Eliminates uncontrolled spending cycles and minimizes misuse of company funds.

All transactions are linked with approvals, notes, receipts, and supporting documents in one place.

Department heads and finance teams can track employee spend in real time.

Unlike cash or cheque-based custody models:

Approval-Based Limits work best only combined with Swypex’s Transaction Reviewing feature.

Together, they create a complete spend governance workflow where:

This creates a secure, scalable, and policy-driven spending process.

Approval-Based Limits are especially valuable for: