Embedded card solution transforms payments at Moray Council

Local Authority gains better insights, greater visibility and control of its spend.

Read time: 2 mins Added: 21/11/2024

A fresh start brings efficiencies

When Moray Council reviewed its plastic card use, the decision was made to embed their Bank of Scotland card payment accounts with suppliers*. This direction enabled the council to assign control with specifically nominated companies, while helping to reinforce on-contract spending behaviours.

Other benefits quickly became apparent, including:

A reduction in the number of invoices resulted in streamlined payments.
Comprehensive reporting insight through the Commercial Card Data Management System (CCDM).
Regaining control through online payment authorisation.
The availability of real-time transaction data.

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Daniel Littlewood, Payments Manager, Moray Council, worked with Bank of Scotland’s card team to identify other areas where they could benefit from efficiencies.

Jade Jackson, Relationship Manager, Commercial Cards, says: “Using an embedded card solution effectively strips out all invoices. We saw an opportunity to improve efficiencies by creating a bespoke, streamlined ordering process. It also enables Moray Council to download HMRC-compliant reports, making reconciliation much easier.”

Easing the financial burden

Councils are under more strain every year to maximise efficiencies and increase revenue. Another benefit of embedded payment cards is that there are no upfront costs or processing fees, and a rebate is available based on turnover.

The embedded card solution was delivered under the ePCS framework, which provides a spend based rebate for Moray Council. As expenditure through the solution increases, so too does the rebate, which is paid annually.

It all adds up

As it has expanded the number of services using the embedded card solution, Moray Council has seen its rebate rise significantly, through spending and the online payment of invoices received annually.

The win-win scenario for all involved means more businesses are willing to embrace embedded card payments so that everyone reaps the rewards.

“Suppliers and councils are more inclined to go digital now. And with the ever-increasing need for efficiencies and financial savings, exploring what embedded purchasing cards can do for you has got to be a priority if you’re not doing it already.”

Daniel Littlewood, Payments Manager, Moray Council

Real-time reconciliation

The Council’s school catering provision was one of the first areas they explored. This service is provided by an external supplier, Brakes, to 54 separate locations across the local area. One of the most time-consuming tasks involved manually reconciling monthly statements from the individual school orders placed daily.

Initially launched for the Council’s secondary schools, the solution has now also been rolled out across primary schools. Orders are placed through Brakes’ electronic system, and information, including line-item detail, is available through the online data management portal.

As well as greater visibility, the embedded card solution gives Moray Council more control, says Daniel: “We have a centralised catering manager who authorises the transactions. The electronic system allows her to flag anything she doesn’t like.”

A bespoke platform with scope to grow

We worked with Brakes and Moray Council to create a bespoke platform to deliver the following benefits:

Flexibility - Quick and easy access for purchasers and hassle-free settlement for suppliers.
Ease of use - There’s no processing of manual payments required.
Fraud reduction - It’s easier to carry out spot checks, which helps from a compliance and internal auditing perspective.

With the successful roll-out across the Council’s schools, Daniel has already implemented embedded cards in other areas. “We’re so pleased with the solution in terms of time savings, greater visibility and cost-efficiency, we’re now using embedded cards for our corporate stationery and classroom materials contracts,” he says.

Moray Council has also recently undertaken a supplier review analysis with Bank of Scotland to help identify further card payment opportunities.

“We’re so pleased with the solution in terms of time savings, greater visibility and cost-efficiency, we’re now using embedded cards for our corporate stationery and classroom materials contracts.”

Daniel Littlewood, Payments Manager, Moray Council

*Purchasing Card solution provided by Lloyds Bank.

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