I used to do the "accounts" thing at businesses when I was building houses, and my guys could charge and we reconciled monthly.

I also permitted charging by subcontractors, with my approval by phone call to the business, with purchase orders.

However, several weeks between the event and the reconciliation leaves too much time in my opinion.

I also had a "purchase card" that I could provide to someone (trusted) if needed for purchases outside of where I had accounts.
(but always uncomfortable with using that because of the time from purchase to statements)

This was back in the 90s, so things have changed quite a bit since then.


Having folks pay out of pocket and then reimburse, especially with folks who may not have a the funds, creates several problems, from the work not being done because someone "didn't have the money to purchase", and the time wasted dealing with "another" problem now generated.
And/or the time verifying if a purchase was in fact necessary, unless very tight work order controls are in effect.

Since the OP mentioned large working cash, funding the cards would not be a burden, they can be controlled, and person issued the card held responsible, with a good audit trail that the individual cannot "alter". Limited liability per card.

Really depends on the particulars of that business, but based on the OP, that is how I came to my recommendation.

(and that someone else may find this useful)

quote:

Originally posted by wetwilly:
Try a credit union. They are usually more accommodating than banks.

Its just hidden in the fine print, or like many credit unions, they do what they want regardless of rules.

quote:

Look into "reloadable" cash cards.

I think this is the best advice.

I've used them for employees and in a church setting, used them for volunteers.

For a nonprofit, fees are quite low. They also provide the avenue for the necessary paperwork required to keep a nonprofit in compliance.