Virtual Card Provider Guide 2025: Everything You Need to Know

Last Updated: December 2025 | Reading Time: 12 minutes

Virtual cards have revolutionized how businesses manage online payments, subscriptions, and ad spend. But with dozens of providers offering different features, fees, and benefits, choosing the right one can be overwhelming.

This comprehensive guide explains everything you need to know about virtual card providers in 2025—from how they work to which provider is best for your specific needs.

What Are Virtual Cards?

Virtual cards are digital payment cards that exist only online. Unlike physical cards, they have no plastic form—just a card number, expiration date, and CVV code that you can use for online transactions.

Key characteristics:

• Digital-only: No physical card is issued
• Instant creation: Generate cards in seconds
• Disposable or reusable: Use once or multiple times
• Spending controls: Set limits per card
• Easy to cancel: Delete compromised cards instantly

How Virtual Cards Work

The Technology

Virtual cards are issued by banks or fintech companies and are backed by major card networks (Visa, Mastercard, American Express).

The process:

1. Card generation: Provider creates a unique 16-digit card number
2. Funding: Card is linked to your account balance or credit line
3. Transaction: You use the card number for online purchases
4. Settlement: Merchant receives payment from card network
5. Reconciliation: Transaction appears in your account

Types of Virtual Cards

1. Single-Use Cards

• Generated for one transaction
• Automatically deactivated after use
• Maximum security for one-time purchases

2. Multi-Use Cards

• Reusable for multiple transactions
• Can be assigned to specific merchants or team members
• Ideal for recurring subscriptions

3. Burner Cards

• Temporary cards with short expiration
• Used for free trials or untrusted merchants
• Automatically expire after set period

Why Businesses Use Virtual Cards

1. Enhanced Security

Problem: Physical card theft, data breaches, fraud.

Solution: Virtual cards isolate risk.

Example: A SaaS company has 50 software subscriptions. With one physical card, a breach compromises all 50 services. With 50 virtual cards (one per service), a breach affects only one subscription.

Security benefits:

• Instant card freezing/deletion
• No physical card to steal
• Unique card per merchant
• Spending limits prevent overcharges
• Easy to replace without affecting other cards

2. Better Expense Management

Problem: Difficult to track who spent what, where.

Solution: Assign unique cards to team members or categories.

Example: Marketing team gets separate cards for:

• Facebook Ads: Card #1 ($10,000/month limit)
• Google Ads: Card #2 ($8,000/month limit)
• LinkedIn Ads: Card #3 ($2,000/month limit)

Management benefits:

• Automatic categorization by card
• Real-time spending visibility
• Budget enforcement via card limits
• Easy reconciliation for accounting
• Audit trails for compliance

3. Subscription Control

Problem: Forgotten subscriptions, unauthorized renewals.

Solution: Dedicated card per subscription.

Example: Create a virtual card for a free trial. If you forget to cancel, the card has a $1 limit—the subscription can't renew.

Control benefits:

• Cancel subscriptions by deleting card
• Prevent surprise charges
• Track all recurring payments
• Easy to pause/resume services

4. Team Spending Controls

Problem: Employees overspending or making unauthorized purchases.

Solution: Cards with strict limits and merchant restrictions.

Example: Give employee a card with:

• $500/month limit
• Only works at office supply stores
• Requires manager approval for >$100 transactions

Control benefits:

• Prevent overspending
• Restrict merchant categories
• Require approvals for large purchases
• Instant card deactivation if employee leaves

Top Virtual Card Providers for 2025

1. Airwallex: Best for Unlimited Cards

Why it's #1:

• Unlimited virtual cards (free)
• 0% foreign transaction fees
• Advanced spending controls
• Multi-currency support (50+ currencies)

Pricing:

• Account: Free
• Virtual cards: Free (unlimited)
• FX markup: 0.5%-0.6%

Best for:

• Startups with high card usage
• International businesses
• Teams needing granular controls

Limitations:

• Requires business entity
• 2-7 day approval process

Rating: ⭐⭐⭐⭐⭐ (5/5)

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2. Brex: Best for US Startups (Credit)

Why it's great:

• Credit cards (30-day payment terms)
• 1-7x rewards on spending
• No personal guarantee required
• Unlimited virtual cards

Pricing:

• Account: Free
• Virtual cards: Free (unlimited)
• Rewards: 1-7x points

Best for:

• US-based funded startups
• High monthly spend ($100,000+)
• Companies wanting rewards

Limitations:

• US only
• Requires funding or revenue
• 2.7% foreign transaction fee

Rating: ⭐⭐⭐⭐½ (4.5/5)

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3. Revolut Business: Best for Europe

Why it's great:

• Unlimited virtual cards (on paid plans)
• Excellent EUR/GBP support
• Cryptocurrency support
• Team expense management

Pricing:

• Free plan: Limited virtual cards
• Grow plan: £25/month (unlimited cards)
• FX markup: 0.5%-1%

Best for:

• European businesses
• Companies needing crypto
• Teams with complex expense needs

Limitations:

• Monthly fees for unlimited cards
• Account freeze complaints

Rating: ⭐⭐⭐⭐ (4/5)

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4. Privacy.com: Best for Individuals

Why it's great:

• Free for personal use
• 12 virtual cards/month (free plan)
• Merchant-locked cards
• Pause/close cards anytime

Pricing:

• Personal: Free (12 cards/month)
• Pro: $10/month (36 cards/month)
• Premium: $25/month (60 cards/month)

Best for:

• Individuals managing subscriptions
• Freelancers with low card needs
• Privacy-conscious users

Limitations:

• US only
• Not ideal for businesses
• Limited to 60 cards/month (max)

Rating: ⭐⭐⭐⭐ (4/5) for individuals

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5. Ramp: Best for Expense Automation

Why it's great:

• Unlimited virtual cards
• AI-powered expense categorization
• Automatic receipt matching
• 1.5% cash back

Pricing:

• Account: Free
• Virtual cards: Free (unlimited)
• Cash back: 1.5%

Best for:

• US businesses wanting automation
• Companies with complex expense policies
• Teams needing approval workflows

Limitations:

• US only
• Requires $25,000+ monthly spend

Rating: ⭐⭐⭐⭐ (4/5)

Feature Comparison Table

Feature	Airwallex	Brex	Revolut	Privacy.com	Ramp
Virtual Cards	Unlimited	Unlimited	Unlimited*	12-60/mo	Unlimited
Monthly Fee	$0	$0	£0-£100	$0-$25	$0
Card Type	Debit	Credit	Debit	Debit	Credit
Rewards	No	1-7x	No	No	1.5%
Foreign TX Fee	0%	2.7%	0%	N/A	2.7%
Global	Yes	US only	Yes	US only	US only
Business Only	Yes	Yes	Yes	No	Yes

*Unlimited on paid plans

How to Choose the Right Provider

Decision Framework

Question 1: Where is your business located?

• US only → Brex, Ramp, or Privacy.com
• Europe → Revolut Business or Airwallex
• Global/Asia → Airwallex

Question 2: Do you need credit or debit?

• Credit (payment terms) → Brex or Ramp
• Debit (spend your own money) → Airwallex, Revolut, Privacy.com

Question 3: How many cards do you need?

• <12/month → Privacy.com (free)
• 12-100/month → Any business provider
• 100+/month → Airwallex, Brex, or Ramp

Question 4: Do you want rewards?

• Yes → Brex (1-7x) or Ramp (1.5%)
• No → Airwallex or Revolut (lower fees)

Question 5: Do you spend internationally?

• Yes → Airwallex (0% foreign fees) or Revolut
• No → Any provider

Use Cases and Recommendations

Use Case 1: SaaS Startup (50+ Subscriptions)

Needs:

• Unlimited virtual cards
• Easy subscription management
• Budget controls per service

Recommended: Airwallex or Brex

Setup:

1. Create one card per subscription
2. Set monthly limit = subscription cost + 10%
3. Name cards clearly (e.g., "Slack - Team Plan")
4. Review unused cards monthly

Benefits:

• Easy to cancel subscriptions (delete card)
• Automatic categorization
• Prevent surprise charges

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Use Case 2: Digital Marketing Agency

Needs:

• High ad spend ($100,000+/month)
• Multiple client campaigns
• Team member access

Recommended: Airwallex (global) or Brex (US)

Setup:

1. Create card per client or platform
2. Assign cards to media buyers
3. Set daily/monthly limits
4. Review spend in real-time

Benefits:

• Isolate client spending
• Track ROI per campaign
• Prevent overspend

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Use Case 3: Freelancer Managing Subscriptions

Needs:

• 5-10 virtual cards
• Free or low-cost
• Easy to use

Recommended: Privacy.com

Setup:

1. Create card for each subscription
2. Set limit to subscription cost
3. Pause cards when not needed
4. Delete for free trials

Benefits:

• Free for personal use
• Simple interface
• Merchant-locked cards

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Use Case 4: E-commerce Business (International)

Needs:

• Multi-currency support
• Low FX fees
• Payment collection

Recommended: Airwallex

Setup:

1. Open multi-currency accounts
2. Create cards in different currencies
3. Use for supplier payments
4. Collect payments from customers

Benefits:

• 0% foreign transaction fees
• Hold balances in 50+ currencies
• All-in-one platform

Best Practices for Virtual Cards

1. Naming Convention

Use clear, consistent names:

• Good: "Facebook Ads - US Campaign - Dec 2025"
• Bad: "Card 47"

Benefits:

• Easy to identify in statements
• Quick to find when needed
• Clear for team members

2. Spending Limits

Set limits slightly above expected spend:

• Subscription: Subscription cost + 10%
• Ad spend: Monthly budget + 5% buffer
• Team member: Expected monthly spend + 20%

Benefits:

• Prevent overspend
• Allow for price increases
• Catch unauthorized charges

3. Regular Audits

Review cards monthly:

• Delete unused cards
• Update limits for active cards
• Check for suspicious transactions
• Verify team member access

Benefits:

• Reduce security risk
• Optimize spending
• Maintain clean records

4. Merchant Restrictions

Lock cards to specific merchants when possible:

• Subscription cards: Lock to that service only
• Ad spend cards: Lock to ad platform
• Travel cards: Lock to airlines/hotels

Benefits:

• Prevent unauthorized use
• Additional security layer
• Easier reconciliation

Common Mistakes to Avoid

1. Using One Card for Everything

Mistake: Single virtual card for all transactions.

Problem: Defeats the purpose of virtual cards.

Solution: Create separate cards for different purposes.

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2. No Spending Limits

Mistake: Unlimited spending on all cards.

Problem: Risk of overspend or fraud.

Solution: Set appropriate limits on every card.

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3. Poor Card Naming

Mistake: Generic names like "Card 1", "Card 2".

Problem: Impossible to identify in statements.

Solution: Use descriptive, consistent naming.

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4. Forgetting to Delete Old Cards

Mistake: Keeping unused cards active.

Problem: Security risk, cluttered dashboard.

Solution: Regular audits, delete unused cards.

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5. Not Using Merchant Locks

Mistake: Allowing cards to work anywhere.

Problem: Increased fraud risk.

Solution: Lock cards to specific merchants when possible.

Future of Virtual Cards

Emerging Trends

1. AI-Powered Fraud Detection

• Real-time transaction analysis
• Automatic blocking of suspicious charges
• Predictive fraud prevention

2. Cryptocurrency Integration

• Virtual cards funded by crypto
• Instant crypto-to-fiat conversion
• DeFi-backed credit lines

3. Biometric Authentication

• Fingerprint/face ID for card creation
• Voice authentication for high-value transactions
• Behavioral biometrics

4. Smart Contracts

• Automatic card creation for new subscriptions
• Self-executing spending policies
• Blockchain-based audit trails

5. Embedded Finance

• Virtual cards built into SaaS platforms
• One-click card creation from accounting software
• Integrated expense management

Frequently Asked Questions

Are virtual cards safe?

Yes, virtual cards are generally safer than physical cards because:

• No physical card to steal
• Easy to freeze/delete instantly
• Unique card per merchant isolates risk
• Spending limits prevent large fraud

Can I use virtual cards for in-person purchases?

Most virtual cards are online-only. However, some providers (like Apple Pay, Google Pay) allow you to add virtual cards to mobile wallets for in-person use.

Do virtual cards affect my credit score?

• Debit cards: No impact on credit score
• Credit cards: May impact score if you carry a balance or miss payments

Can I get cash back with virtual cards?

Some providers offer rewards:

• Brex: 1-7x points
• Ramp: 1.5% cash back
• Most others: No rewards

How many virtual cards can I create?

Depends on provider:

• Airwallex, Brex, Ramp: Unlimited
• Revolut: Unlimited (on paid plans)
• Privacy.com: 12-60/month depending on plan

Can I use virtual cards for recurring subscriptions?

Yes! Virtual cards are perfect for subscriptions. Create one card per subscription for easy management and cancellation.

What happens if a virtual card is compromised?

Simply delete the compromised card and create a new one. Other cards are unaffected.

Do virtual cards work internationally?

Yes, but watch for foreign transaction fees:

• Airwallex, Revolut: 0% foreign fees
• Brex, Ramp: 2.7% foreign fees
• Privacy.com: US only

Conclusion

Virtual cards are essential tools for modern businesses. They provide security, control, and visibility that physical cards simply can't match.

Quick Recommendations

Best Overall: Airwallex (unlimited cards, 0% foreign fees, global)

Best for US Startups: Brex (credit, rewards, no personal guarantee)

Best for Europe: Revolut Business (unlimited cards, crypto support)

Best for Individuals: Privacy.com (free, easy to use)

Best for Automation: Ramp (AI-powered, 1.5% cash back)

Next Steps

1. Assess your needs: How many cards? Credit or debit? Rewards?
2. Choose a provider: Based on location, needs, and budget
3. Sign up: Most providers approve in 1-7 days
4. Create cards: Start with 3-5 cards for key expenses
5. Set limits: Appropriate spending limits on each card
6. Monitor: Review transactions weekly, audit cards monthly

Time to implement: 1-2 weeks
Potential savings: $10,000-$50,000/year (fraud prevention + FX fees)

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Disclosure: This guide is based on independent research. We may earn a commission if you sign up through our links, but this does not influence our recommendations.