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Coolblue scales card control across three countries with Moss

Case Studies - What our customers say

From a handful of shared Simplecard cards passed between stores, to instant, scalable card access across the Netherlands, Belgium and Germany, Coolblue has built the control it needs to keep growing without slowing down its finance team.

Founded in 1999 and today one of the Netherlands' best-known omnichannel electronics retailers, Coolblue combines physical stores with online shopping across the Netherlands, Belgium and Germany, and employs around 6,000 people. Tim Vromans, Owner of Finance Applications at Coolblue, was brought in to lead the switch away from the company's previous card provider, Simplecard, whose contract was coming to an end.

The old setup couldn't keep pace with the business. Cards were limited in number and shared between locations, creating friction for the store teams who needed them most, at one point stores were mailing a single shared card to each other so the next team could use it.

Scalability, above all, was the deciding factor in the search for a replacement.

Coolblue chose Moss for the freedom to issue as many cards as the business needed, including one-time-use cards for team outings and ad hoc spend, and for its integration with Workday, Coolblue's HR system of record. That connection also solved a long-standing offboarding headache: cards are now deactivated automatically the moment someone's employment record goes inactive, rather than relying on someone remembering to collect the card back.

Alongside the technical rollout, Coolblue's finance team worked with Risk, HR and Legal to build a new spend policy from scratch, using Moss's approval flows and budgets to keep every card a useful tool rather than an unchecked privilege. Implementation started with the Netherlands, prioritising the heaviest Simplecard users first, before the same setup was copied across to the Belgian and German entities, with Coolblue's own team praising Moss's documentation and support for making a three-to-four-week rollout possible despite no prior Workday integration experience.

Coolblue now runs Moss across three entities, with well over 290 cards active across the group. Store teams no longer need to plan spend around a shared card. One store manager, needing to quickly buy supplies to clear snow from his store's walkway, could simply use his own Moss card rather than wait two weeks for an order to arrive, or find the shared card was already off with another team. Budgets mean the same manager can spend confidently without over- or under-using what's been allocated, while finance retains full visibility and a four-eyes approval process on every transaction.

Receipt handling has also become simpler, employees can forward receipts straight from their inbox to Moss, which automatically matches them to the right transaction and saves them time. With three entities live, a clear spend policy in place, and a finance team that finally has visibility over what's being bought and why, Coolblue is well placed to keep scaling its use of Moss as the business grows.

Coolblue scales card control across three countries with Moss

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