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I would never use any service under an employee's personal card. If someone needs something, it takes 10 minutes get someone with a company card to save it as a

I would never use any service under an employee's personal card. If someone needs something, it takes 10 minutes get someone with a company card to save it as a payment method and add it to a google spreadsheet. This also ensures that we know exactly how much we are spending and on what. In the past, I've worked at a company where each team managed their own expenses. This led to situations like one team using a certain transaction email provider, and another team using a different one, rather than saving thousands of dollars by going entirely with one or the other. Costs should be managed at a corporate level, not at the level of the individual employee who is tasked with setting up transactional emails.

caseysoftware 10y ago
In an ideal world, I fully agree with this. In the short-term, get shit done world, sometimes things are messier and the edges are rougher and you need to allow for some of that. My 3 month rule is good enough to evaluate, try it out, play with some ideas, get some feedback, and then scale or kill. If you kill it, expense it and you're done. If you scale it (aka operationalize it), move it to the corp account. At Twilio, I saw this from both sides.. both as a purchaser and as an evangelist getting people to use our API.
- primitivesuave 10y ago
  I think you have a valid point and in the grand scheme of things, SaaS accounting is hardly consequential to a company's success. But even in reality I would be worried about a management team that doesn't pay attention to control of a company's technical infrastructure. Having business expenses fall neatly under one bank account is not a complicated responsibility and doesn't get in the way of a "get shit done" attitude.
dbg31415 10y ago
> I would never use any service under an employee's personal card. If someone needs something, it takes 10 minutes get someone with a company card to save it as a payment method and add it to a google spreadsheet. This also ensures that we know exactly how much we are spending and on what. Totally agree. No reason to ever put something on an employee's personal card... way too many things could go wrong in that situation. Some examples I've seen over the years... * Employee doesn't document the service... so like all of a sudden your Zapier / IFTTT / Unito / etc. account that was responsible for forwarding various emails to the right people just stops working because an employee left the company. You had no idea how they set it up, and without them you're stuck trying to re-build what they had done. You're boned if you don't make time to document how services work, and audit how they are paid for. * Employee changes CC (less of an issue now since many recurring charges get updates to CC numbers) and doesn't realize they forgot to update the service... then a mission critical service fails. This happened to one of my clients back when Costco changed from Amex to Visa... the auto-update didn't work across card carriers, and the employee had all the emails from that service provider going into his spam folder... and presto our project management software stopped working for a day. A stitch in time saves nine... Make time to use the company card. * Employee with the payment card can often call customer support and gain owner-level privileges, even assuming they didn't start with them. If others on the team don't realize this... it can cause drama. Saw this happen a few times with Slack accounts at various companies. One employee started a company Slack... to try it out... ended up getting the free credits they used to (maybe still do) offer, upgrading to paid account... and then being a super admin. We had to go to the employee and get them to transfer account ownership to a company official so they couldn't just change the CEO's email to their own, reset the password, and get access to conversations they shouldn't have access to. Again... this all takes A LOT more time than just using the company card. * Employee leaves the company, loses access to email address, can't cancel the account that has the CC... gets stuck with a huge bill they can't cancel without canceling their CC. Was an easy fix, but just an awkward situation -- nobody had been using the service since the employee left, and since his card was on auto-pay he didn't notice the $150 / month charge for over a year. At that point his email address was long gone, we had to re-create it, reset the password, get customer support to cancel the account... total waste of a day for someone. We reimbursed the employee, but we had no way of getting a refund from the service provider. * Employee maxes out credit. Put AWS on your personal CC... have a swing month... boom you max out the credit card the employee had... who knows what other debt he was carrying, or what his limit was... or what the fraud triggers are on some no-name credit union card... it's a huge risk to leave this sort of thing up to your employee... some services will give you notice (again, that requires you having the emails go to the right people), but some will just cut you off. Huge risk to your company introducing this many unknowns. Final reason... because of perks an employee gets for using their personal card. This simply isn't fair to other employees... these rewards are a form of compensation... you don't want to have a policy that allows people benefits for not using the company card as that's a conflict of interest. Having a policy that requires people to get the service approved, documented, and on the company card will always save you time. "Slow is smooth and smooth is fast..." etc. Even for startups, letting people use personal cards is a horrible horrible idea. Take 10 minutes... do it right.

caseysoftware 10y ago

In an ideal world, I fully agree with this. In the short-term, get shit done world, sometimes things are messier and the edges are rougher and you need to allow for some of that. My 3 month rule is good enough to evaluate, try it out, play with some ideas, get some feedback, and then scale or kill. If you kill it, expense it and you're done. If you scale it (aka operationalize it), move it to the corp account. At Twilio, I saw this from both sides.. both as a purchaser and as an evangelist getting people to use our API.

primitivesuave 10y ago
I think you have a valid point and in the grand scheme of things, SaaS accounting is hardly consequential to a company's success. But even in reality I would be worried about a management team that doesn't pay attention to control of a company's technical infrastructure. Having business expenses fall neatly under one bank account is not a complicated responsibility and doesn't get in the way of a "get shit done" attitude.

dbg31415 10y ago

> I would never use any service under an employee's personal card. If someone needs something, it takes 10 minutes get someone with a company card to save it as a payment method and add it to a google spreadsheet. This also ensures that we know exactly how much we are spending and on what. Totally agree. No reason to ever put something on an employee's personal card... way too many things could go wrong in that situation. Some examples I've seen over the years... * Employee doesn't document the service... so like all of a sudden your Zapier / IFTTT / Unito / etc. account that was responsible for forwarding various emails to the right people just stops working because an employee left the company. You had no idea how they set it up, and without them you're stuck trying to re-build what they had done. You're boned if you don't make time to document how services work, and audit how they are paid for. * Employee changes CC (less of an issue now since many recurring charges get updates to CC numbers) and doesn't realize they forgot to update the service... then a mission critical service fails. This happened to one of my clients back when Costco changed from Amex to Visa... the auto-update didn't work across card carriers, and the employee had all the emails from that service provider going into his spam folder... and presto our project management software stopped working for a day. A stitch in time saves nine... Make time to use the company card. * Employee with the payment card can often call customer support and gain owner-level privileges, even assuming they didn't start with them. If others on the team don't realize this... it can cause drama. Saw this happen a few times with Slack accounts at various companies. One employee started a company Slack... to try it out... ended up getting the free credits they used to (maybe still do) offer, upgrading to paid account... and then being a super admin. We had to go to the employee and get them to transfer account ownership to a company official so they couldn't just change the CEO's email to their own, reset the password, and get access to conversations they shouldn't have access to. Again... this all takes A LOT more time than just using the company card. * Employee leaves the company, loses access to email address, can't cancel the account that has the CC... gets stuck with a huge bill they can't cancel without canceling their CC. Was an easy fix, but just an awkward situation -- nobody had been using the service since the employee left, and since his card was on auto-pay he didn't notice the $150 / month charge for over a year. At that point his email address was long gone, we had to re-create it, reset the password, get customer support to cancel the account... total waste of a day for someone. We reimbursed the employee, but we had no way of getting a refund from the service provider. * Employee maxes out credit. Put AWS on your personal CC... have a swing month... boom you max out the credit card the employee had... who knows what other debt he was carrying, or what his limit was... or what the fraud triggers are on some no-name credit union card... it's a huge risk to leave this sort of thing up to your employee... some services will give you notice (again, that requires you having the emails go to the right people), but some will just cut you off. Huge risk to your company introducing this many unknowns. Final reason... because of perks an employee gets for using their personal card. This simply isn't fair to other employees... these rewards are a form of compensation... you don't want to have a policy that allows people benefits for not using the company card as that's a conflict of interest. Having a policy that requires people to get the service approved, documented, and on the company card will always save you time. "Slow is smooth and smooth is fast..." etc. Even for startups, letting people use personal cards is a horrible horrible idea. Take 10 minutes... do it right.