Divvy Is for Convenience. Accounting Is for Control.

As businesses grow, so do the number and complexity of expenses. Without a clear process for deciding what belongs on a company credit card versus what should go through Accounts Payable, it's easy for documentation to go missing, approvals to be overlooked, and audit trails to become incomplete.

That's exactly why we created this decision tree.

The goal isn't to make purchasing more difficult. It's to ensure that every expense follows the right workflow based on its complexity and risk.

Simple, low-cost incidental expenses, such as office supplies, air travel, business meals, parking, postage, or small recurring software subscriptions, can usually be paid with a Divvy card because they require minimal review and can be documented immediately. These also don’t typically come with a bill and payment terms.

Larger or more significant expenses are different. Equipment purchases, annual software contracts, professional services, repairs, marketing, memberships, and other non-incidental costs often require contracts, purchase orders, bills, multiple approvals, or additional documentation. Those expenses should be routed through Accounting before payment.

Why? Because good financial controls protect everyone.

When Accounting reviews expenses before payment:

• Documentation is collected before it is lost.

• Contracts and approvals are verified.

• Payments are released only after proper due diligence.

• Financial records remain accurate and audit-ready.

• Fraud and unauthorized spending risks are reduced.

The decision tree provides a simple framework that employees can follow in just a few seconds. Rather than asking, "Can I put this on my Divvy card?" the better question becomes, "What is the appropriate process for this expense?"

The guiding principle is simple:

Use Divvy for routine incidental purchases. Use Accounting for significant business expenses. When in doubt, send it to Accounting.

Following this approach creates stronger internal controls, better financial reporting, and a smoother purchasing process for everyone involved. After all, the goal isn't just paying bills—it's ensuring every dollar spent is properly reviewed, documented, and accounted for.