As businesses grow, so do their expenses. However, those expenses, if left unchecked, can eat into profits. A small purchase here, an unexpected charge there, and it can mess up your numbers during month-end reconciliation. That’s where merchant control (also known as spend control) comes in.  

Swipey has this built into our cards. It’s not about restricting spend, it’s about giving your team the freedom to spend within boundaries that protect your business funds. This article unpacks what merchant and spend control really means, how to streamline business expenses with automation, and best practices to make sure it’s working for your business, not against it. 

What is Merchant/Spend Control? 

Merchant or spend control helps you set parameters around how company funds are used before a transaction happens. It goes beyond approving expenses or slowing your team down. Think of it like guardrails on a highway. They’re not there to ruin the ride — they’re there to stop anyone from accidentally swiping the company card on a $6,000 wedding dress (true story!).  

Done well, spend control minimises the risk of budget overruns, helps prevent fraud or misuse, and makes reconciliation cleaner and faster at month-end. Here’s what that might look like in practice: 

• Blocking non-essential merchant categories (like gambling or entertainment) 

• Setting card-level limits for different teams or individuals 

• Restricting foreign transactions or cash withdrawals 

• Tracking purchases in real-time, not weeks later 

With any real-time expense tracking solutions, finance teams can spot unusual activity early, avoid bottlenecks, and ensure transactions always support business goals. 

How Swipey Makes Spend Control Seamless 

Every finance team dreams of eliminating bottlenecks wherever they can. That’s why our spend control tools are built into every card, making it easy to customise limits, categories, and permissions before money is spent. 

Card-Level Rules & Limits 

Assign physical or virtual cards to specific teams, departments, or individual employees. Each card can have its own budget, and merchant control settings, so you’ll know that your sales team isn’t going to be spending like your operations team. 

Whether it’s RM500 for digital ads or RM10,000 for logistics, you’ll stay in control with an automated expense management software that gives you actionable data in real time. 

Merchant Category Control  

You decide which categories are allowed and Swipey will block the rest. Want to enable marketing & advertising for ads but block e-Wallet top-ups or ATM withdrawals? Just toggle the settings. 

You can set each card to allow transactions that align with business priorities. 

Real-Time Tracking & Alerts 

Every transaction shows up on your dashboard in real time, so there are no surprises at the end of the month. You’ll know exactly what’s happening—when, where, and by whom. 

Finance teams get instant visibility, and reconciliation gets a whole lot easier. 

Budget Resets & Clawbacks 

Need monthly resets or project-based fund limits? Done. Swipey also lets you claw funds back or disable cards immediately if something goes off-track. 

Make the Most Out of Swipey’s Merchant Control Feature  

Scenario 1 – Restricting Specific Categories 

In the example above, it’s shown that all other categories are toggled except for two. Saving these changes would mean only those two categories will be disabled.  

• Gambling & Massage Parlours 

• Petrol & Car Wash  

Any attempt to use the Swipey Card at merchants in these categories will be automatically declined. 

Scenario 2 – Only Allowing Specific Type of Spend 

In this scenario, ‘All other spend categories’ is toggled off. That means apart from the other six categories, the card can’t be used for anything else.  

However, you can further customise these six categories and toggle each category based on your business needs, like the example shown above. Any transaction attempt that aren’t in these categories will be declined.  

Scenario 3 – Switching Spend Customisation Off 

Not every Swipey card needs to be restricted. Toggling card customisation off means the card can be used at any merchant, and it will override any previous restrictions.

Best Practices for Implementing Effective Spend Control 

At baseline, implementing spend control isn’t just about switching on a feature. It’s a tool that promotes sustainable habits across your business, so that everyone has a level of accountability when it comes to business spend. Here are a few tips that work best:  

• Align Spend Rules with Business Objectives 

If your company’s doubling down on marketing this quarter, make it easy for the team to access ad budgets and block spend that doesn’t support that goal. Spend control isn’t about saying “no” to everything, it’s about making it easier to say “yes” to what matters. 

• Use Dedicated Cards for Different Teams or Projects 

Segment spending by assigning virtual cards to each team, campaign, or client project. You’ll get clearer visibility, easier budget tracking, and faster month-end reconciliation without the spaghetti mess of shared transactions. It’s one of the simplest ways to track expenses more effectively and create accountability across departments. 

• Start Simple, Then Refine 

Don’t overengineer the system on Day 1. Start with broad categories and essential limits, then refine based on patterns and feedback. The best spend control strategies are iterative. 

• Review Spend Patterns Regularly 

Merchant Control is a simple “set and forget,” but staying on top of your transactions and trends each month ensures your spend stays aligned with your goals. To keep things sharp, regularly check: are limits still relevant? Are there any unusual spikes or spending gaps? Regular reviews help you stay one step ahead. 

• Communicate the ‘Why’ to Your Team 

Spend control shouldn’t feel like a punishment. Teams are more likely to follow the rules and flag issues early when they understand the structure and how it helps the business stay efficient.

Smarter Spend Starts with Better Structure 

Spend control isn’t about being restrictive, it’s about being strategic. When you give your teams the tools to spend with clarity, everyone moves faster, and finance stays in control. 

With Swipey, you don’t need to micromanage every transaction. You simply set the rules, assign the right cards, and let the system do the work in the background. Want to see how it works? Book a quick demo. If you like what you see and you’re ready to take full control with better expense tracking, sign up now.