How Sparados Adapts to the Clients' Needs
- Justyna Mazurek
- 3 days ago
- 7 min read
In the face of the growing complexity of corporate financial management, the Sparados platform is becoming a key tool for businesses of all sizes – from dynamic startups, through growing small and medium-sized companies, to large corporations. Sparados is a modern financial platform for expense management that offers instant issuance of virtual corporate cards and provides full control over the budget in real time. Thanks to the automation of settlement processes and integration with accounting systems, companies save an average of 13 full working days per month in various departments, such as finance, management, and sales.
The key to Sparados' success is its flexibility and scalability, allowing its functionality to be precisely tailored to the unique challenges and organizational structure of each customer. Although the goal remains the same — streamlining expenses and saving time—the way the platform is used varies significantly depending on the size of the company. Sparados is particularly valuable for companies with more than 10 employees, where manual expense reporting becomes costly and time-consuming.
Sparados for Startups: Speed and Minimalism
A startup is an environment where speed of action, simplicity of implementation, and flexible management of funds are paramount. Companies employing fewer than 20 people (startups) rarely have extensive finance departments, and administrative processes must be maximally streamlined.
Simplified Administration and Control
In startups, there are often only one or two people responsible for payments and purchases, for example, a Finance Specialist. For these small teams, Sparados offers an admin panel that eliminates unnecessary complexity. The initial step is setting the main account limit, which determines the maximum amount of expenditure that can be assigned to new cards. The administrator can impose a group limit on themselves, restricting the amount for which they can issue cards, which, in the case of a small company (1-2 administrators), is a sufficient control mechanism.
Precise Card Issuance to Employees
Despite the small scale, startups require precise control over expenses, especially digital and subscription-related ones. Sparados allows for instant issuance of virtual corporate cards in just 5 seconds. All it takes is entering the employee's details and setting restrictive rules for each card.
For example, an administrator can assign a card to a marketing employee, setting a total limit (e.g., 8,000 PLN) and a monthly limit (e.g., 800 PLN), but most importantly – limiting the expenditure category exclusively to subscription payments on platforms such as Facebook (Meta) or LinkedIn. Each transaction made with this card can be automatically tagged, e.g., "marketing," which streamlines later cost differentiation.
Employees in startups who are assigned cards do not need access to the administrative panel. They receive the card via email and activate it in the mobile or web application, from where they can also add it to Apple Wallet or Google Wallet.
Automation of Business Expense Reconciliation
In a startup, where every hour of work is precious, Sparados drastically reduces the time spent on accounting. The system automates the processing of invoices and receipts thanks to Optical Character Recognition (OCR) integrated with advanced LLM models (Artificial Intelligence).
After making a purchase, the employee simply scans the invoice or sends it to a dedicated email address. The system automatically processes the document and then sends the files via email to the accounting department. This process, which traditionally required tedious, manual activities, now takes just a dozen or so seconds and eliminates the need for physical document delivery.
At the end of the month, the administrator can easily generate an account statement and transaction report containing all invoices and receipts, which significantly simplifies month-end closing.
Sparados for SMEs: Control and Hierarchy
For companies employing 20 to 100 people (SMEs), the key is introducing a hierarchy, structuring expenses within departments, and managing a larger number of administrators. Sparados enables SMEs to transition from chaotic cash flow and paper reconciliation to a seamless digital workflow.
Administrative and Group Structure
In SMEs, there is a need to manage multiple administrators with different permissions. Sparados allows for the creation of a group hierarchy. A company can have a main corporate administrator, several corporate managers who can issue cards but not change global limits, and finance employees who see all transactions and can generate reports but do not have permissions to issue cards.
The ability to create groups for administrators within relevant departments (e.g., Sales, Project Managers, HR) is extremely valuable. This enables control of expenses and limits within individual groups and restricts platform visibility only to data relevant to a given department.
The example of our client, the company Verestro, shows how an SME can efficiently distribute funds using Sparados, utilizing different accounts (e.g., EUR for foreign payments and PLN for administrative/travel expenses) and assigning specific limits to subgroups (e.g., the Sales subgroup has access to 60,000 PLN and 10,000 EUR).
Advanced Expense Control Mechanisms
SMEs benefit from advanced limiting functionalities that go beyond just the amount. In addition to time limits (daily, weekly, monthly), administrators can:
Apply labels: Labels (e.g., "Warsaw," "Business Trip") help divide employees into departments or categorize spending purposes, which facilitates later reconciliation.
Restrict Merchant Category Codes (MCC): They can issue cards intended for use exclusively in specific places (e.g., only in supermarkets or restaurants) or block access to undesirable shops.
Additionally, Sparados supports SMEs in enforcing financial discipline. At Verestro, employees are obliged to take a photo of the invoice or receipt immediately after purchase, and if they fail to meet this requirement within 6 days, their card is blocked. If an employee notices that their limit is insufficient, they can request an increase directly through the application, and the administrator can instantly change it.
Modern Benefit: Lunch Cards
SMEs can also use Sparados lunch cards as a modern and valued employee benefit. The platform allows for the generation of free lunch cards, which enables the company to optimize costs and save on ZUS contributions (up to 450 PLN per month per employee). The administrator sets limits (e.g., 800 PLN per month) and restricts expenses exclusively to restaurants and grocery stores. If an employee attempts to make a purchase in another category, the payment will be automatically blocked.
Sparados for Corporations: Scalability and Full Personalization
Corporations, employing over 100 people, face challenges in global management, advanced system integrations, and maintaining visual brand consistency. Sparados provides solutions that ensure maximum automation and control on a large scale.
Managing at a Larger Scale
For corporations, where the number of cards issued and transactions is enormous, Sparados offers options to facilitate quick operations:
Mass card assignment: When many employee cards with the same purpose need to be issued, administrators can use the "Assign many" option, which allows for mass card sending, often using a .csv file to describe the limits.
Advanced hierarchy and accounts: Corporations use an extended group hierarchy to control the expenditures of individual departments (e.g., domestic and foreign sales departments with separate limits in PLN and EUR). For large companies, the Card Limit option is important, giving even greater control over the maximum number of cards to issue.
Corporate-Level Integration and Automation
Corporations require seamless data exchange with existing IT systems. In addition to smooth integration with popular accounting systems (such as Saldeo, Comarch Optima, inFakt, Insert), Sparados offers a robust API interface. The API allows for real-time integration with internal platforms or ERP systems. Thanks to this, thousands of tasks, such as card issuance, expense recording, and reporting, can proceed automatically, without additional hidden integration fees.
AI-based automation (reconciliation and invoicing) is key here. The AI system automatically processes invoices, recognizing the transaction amount and date, and then assigns the document to the corresponding transaction. As an administrator, you only need to approve the data's correctness.
Branding and Visual Consistency (Brand Carrier)
Large enterprises attach great importance to visual identity and brand consistency. Sparados offers a comprehensive solution that transforms every payment into a marketing tool. It allows for full personalization of the cards and the portal for their reception with the company's logo and colors.
Corporations can easily adapt the card reception page, application domain, and even email communication to their branding, providing employees with a fully corporate environment for expense management. The example of one of our larger clients – a large insurance company employing over 300 people – shows how they use their own card design and the Sparados web and mobile application, while simultaneously automating invoice submission and controlling expenses in real-time.
Key Benefits of Sparados for Every Company
Regardless of whether a company is a startup, SME, or corporation, the Sparados platform delivers universal benefits resulting from the digitization and centralization of financial management.
Sparados allows for:
Virtual card generation: Cards can be issued in PLN, EUR, and USD within a few seconds.
Real-time control: Expense management and transaction tracking occur instantly, enabling precise cost control, e.g., for business travel or subscriptions.
Time savings: Expense reconciliation automation saves finance teams an average of 157 working hours per year.
Security: The platform collaborates with the licensed financial institution Quicko, supervised by the KNF (Polish Financial Supervision Authority), and every payment is fully tokenized and covered by the Mastercard security program.
Simplified invoicing: Automation that eliminates paperwork, accelerates month-end closing cycles, and provides full visibility of expenses.
How Sparados Adapts to the Needs of European Companies
Sparados is a tool designed for European companies aiming to simplify and accelerate expense management. Its flexible structure and modular components (such as the admin panel, mobile app, web application, and API) allow for dynamic adaptation to the needs of B2B clients:
It provides startups with minimalism and precise control over operational costs.
It offers SMEs hierarchical management, the ability to enforce rules (e.g., adding invoices), and the structuring of departmental expenses.
It provides corporations with scalability, mass process automation through the API, and full branding personalization.
Thanks to Sparados integrating card issuance, budget management, reconciliation, and invoicing into one centralized platform, companies from various industries – from transport and insurance, to security and development companies – can reduce manual work and elevate their financial efficiency to the next level.
