If you work in finance or procurement, you’ve probably had that sinking feeling: an expense claim pops up for something completely off-policy — and by the time you see it, it’s already been paid.
It’s not that people are out to break the rules. Often, it’s because the tools we give them don’t make it easy to spend within the rules.
That’s where modern card controls come in — not as a bureaucratic hurdle, but as a built-in guide that ensures every payment aligns with your policies from the moment the card is used.
One of the simplest - and most overlooked - of these controls is spending limits combined with MCC (Merchant Category Code) filtering. In B2B payments, this isn’t just about avoiding the odd off-policy coffee — it’s about safeguarding budgets, simplifying reconciliation, and unlocking new ways to manage supplier and project spend.
Let's take a closer look at what spending limits and MCC filtering are and how they can best serve B2B payments.
What are card spending policies?
Think of card spending policies as the rules you set for each card — who can spend, how much, where, and when.
For modern B2B programs, these aren’t sticky notes on someone’s desk; they’re programmable controls built into card issuance platforms and expense systems.
A good policy can be simple (e.g. £500 per month for marketing) or highly specific (e.g., single-use virtual card for Supplier X, valid 3 days, max £2,350, MCC only: ‘office supplies’).
When enforced at the payment layer, they stop unauthorised spends before they happen.
What are MCC filters & how do they enable you to earmark funds?
MCC stands for Merchant Category Codes which are four-digit codes used by card networks (like Visa and Mastercard) to classify a merchant’s primary business activity.
Card issuers and platforms can use MCCs as part of a rule set to allow or block transactions from certain merchant types. For example, you can allow travel agents and hotels but block gambling or entertainment for a specific project or card (be it in physical format or virtual).
MCCs are an industry standard and are used for many important payment processes, which makes them a practical control point for B2B programs.
*Merchant Category Codes according to Quick Reference Booklet – Merchant Edition by Mastercard.
Why MCC filters are a powerful tool to unlock the full potential of card transactions
Future-proofed use cases
🚗 Insurance and assistance services
Issue cards limited to insurance providers or emergency services (via MCC filtering) to simplify claim management or customer assistance programs.
🧑💻 Corporate expense cards with tiered access
Provide employees with cards pre-set to their role, spend level, and approved merchant categories, integrated directly with expense management systems for seamless reconciliation.
📦 Secure supplier payments and vendor onboarding
Use MCC-restricted virtual cards tied to supplier-specific categories and invoice amounts to pay new or unverified vendors. This approach speeds up onboarding, reduces fraud exposure, and simplifies reconciliation.
🖌️ Marketing campaign cards
Give marketing teams dedicated cards for each project or campaign, with set budgets and expiry dates. This makes spend tracking and ROI measurement straightforward.
How to get started with card spending limits & MCC filters
1️⃣ Map your spend
Identify top merchant categories your business uses (and the nuisance categories you want to block). It’s helpful to use data from your processor.
2️⃣ Define policy templates
Create templates (e.g., Travel standard, Marketing project, Supplier one-time) with preset MCCs, amounts, and validity windows.
3️⃣ Pilot your program
Start with virtual or physical cards for a single team or supplier group - measure rejection rate, time saved in reconciliation, and fraud incidents.
Final thoughts
Card spending policies and MCC filtering might not sound glamorous, but they’re quietly transformative. They allow you to make spending decisions once, embed them into your payment tools, and then trust the process — knowing that every transaction is automatically on-policy.
In an era where finance teams are being asked to do more with less, these controls give you something priceless: clarity. Clear budgets, clear audit trails, and clear boundaries — all without slowing the business down.
When you combine that with the flexibility of virtual cards and programmable payments, you’re not just managing spend effectively and with confidence.
Want to get in control of your B2B payments?
Talk to our experts who will be happy to guide you through how to design a card program with controls that work for your business needs.
