HUNTERS Case Study: Field Expenses Without Cash Advances or Pro Forma Invoices
Aktualisiert: 21. Okt.
In a security company, field teams have to move fast, and so does the money they need on assignment. At HUNTERS, cash advances, pro forma invoices and paper settlements slowed down both field work and accounting.
By switching to Sparados virtual employee cards with automatic document forwarding, HUNTERS gave its teams instant access to funds and removed manual invoice handling. This case study shows what the company needed, how the solution works and what changed.
Case Study at a Glance
Client: HUNTERS, a security company whose employees carry out assignments across Poland
Industry: Security services
Challenge: Cash advances, pro forma invoices, out-of-pocket payments and manual compilation of receipts slowed down field work and accounting
Solution: Sparados virtual employee cards with funds allocated in seconds, automatic forwarding of invoices and receipts to accounting, and Apple Pay and Google Pay
Result: Instant access to funds in the field, full control over spending and invoices that no longer have to be forwarded manually
Table of Contents:
About the Client: HUNTERS
HUNTERS is a security company. Its employees travel all over Poland, completing assignments in many different locations.
Daily field operations are about client safety first, but they also involve expenses that have to be paid on the spot and settled quickly, wherever the team is.
The Challenge: Cash Advances and Paper Settlements
Traditional accounting methods were time-consuming for both field teams and the accounting department:
Cash advances: money had to be handed out to employees before assignments.
Pro forma invoices: purchases required extra documents before payment, which delayed operations.
Out-of-pocket payments: employees paid for expenses themselves and waited for reimbursement.
Manual receipts: receipts and invoices were compiled by hand, which slowed down closing the books.
Together, these steps slowed down field operations and were a burden on employees and accounting alike.
The Solution: Virtual Employee Cards with Automatic Document Flow
HUNTERS introduced Sparados virtual employee cards. Funds are allocated in seconds, so there is no need for cash advances or pro forma invoices.
How It Works
An administrator allocates funds to an employee's virtual card in seconds.
The employee adds the card to Apple Pay or Google Pay and pays with a phone, anytime and anywhere, without a physical card.
Receipts and invoices go to a dedicated e-mail address assigned to the user.
With automatic document sending enabled, the documents are forwarded to the accounting system.
Accounting closes the books without collecting and forwarding paper documents.
Spend Controls
The Sparados administrative panel lets HUNTERS monitor transactions, set limits and block cards if needed. In the client console, administrators see the full transaction history and whether documents have been attached.
The Results: Faster Field Work and Automated Accounting
The change brought immediate results for both field teams and the back office:
Instant access to funds: employees get money in real time, which speeds up the completion of field assignments.
Full control over spending: the administrative panel allows monitoring transactions, setting limits and blocking cards.
Automated accounting documents: invoices and receipts are sent automatically to accounting systems, which shortens the time needed to close the books.
Secure and convenient payments: employees use virtual cards on their phones, without a physical card.
“Thanks to Sparados, our field operations have become smoother and faster. The automatic sending of documents to accounting is a huge convenience. We no longer have to forward invoices manually. This is a real time-saver for the whole team.” – Michał Nowak, Director at Hunters Sp. z o.o.
Before and After Sparados
Aspect | Before Sparados | With Sparados |
Money for assignments | Cash advances handed out in advance | Funds allocated to a virtual card in seconds |
Purchases | Pro forma invoices required before payment | Direct card payment without pro forma invoices |
Employees' own money | Paid out of pocket and waited for reimbursement | No private money involved |
Paying in the field | Cash or physical cards | Phone payments with Apple Pay and Google Pay |
Invoices and receipts | Compiled and forwarded manually | Sent automatically to the accounting system |
Spending control | Limited, after the fact | Monitoring, limits and card blocking in the panel |
Closing the books | Slowed down by paperwork | Shorter thanks to automated documents |
Why Security Companies Choose Sparados
HUNTERS' experience reflects what Sparados offers to security companies:
No more pro forma invoices: payments are made directly, without extra formalities.
Faster, more transparent purchases: smart spending limits and categories keep budgets under control.
Safe, convenient payments: virtual cards can be added to Apple Pay and Google Pay.
Less paperwork: documents flow to accounting automatically, with integrations with popular accounting systems. See how billing and invoicing works.
FAQ: Field Expense Management at HUNTERS
How does HUNTERS use Sparados?
HUNTERS gives field employees Sparados virtual cards. Funds are allocated in seconds, and invoices and receipts are forwarded automatically to accounting.
Does HUNTERS still use cash advances or pro forma invoices?
No. Funds go directly to employees' virtual cards, which removes the need for cash advances and pro forma invoices.
How do employees pay without a physical card?
They add their virtual card to Apple Pay or Google Pay and pay with their phone, anytime and anywhere.
How do invoices and receipts reach accounting?
Documents go to a dedicated e-mail address, and with automatic sending enabled they are forwarded to the accounting system without manual work.
How does HUNTERS control spending?
The administrative panel lets HUNTERS monitor transactions, set limits and block cards if needed.
Is Sparados suitable for other security companies?
Yes. Sparados helps security companies remove pro forma invoices, control spending with limits and categories, and let employees pay with virtual cards on their phones.
Give Your Field Teams Instant Access to Funds
HUNTERS' story shows that field teams work faster when they have money on hand and accounting gets documents automatically. Virtual cards replace cash advances, pro forma invoices and manual paperwork.
Running a security or field services company? Book a demo to see how Sparados works.
