You can use your business Visa debit or credit cards separately from Expend cards to manage expenses. When a card is connected, all transactions are captured, and expenses can be raised from the transaction details.
Users with the Admin or Financial Reviewer can view and manage these cards, transactions, and expenses.
Viewing users’ cards
A user with the Admin or Financial Reviewer role can view all connected corporate cards. To view all cards, go to Cards and click Connected Cards.
To find a specific card, use the Filter button in the upper-right corner of the page. You can filter cards by member or by team. Click the Filter button, make a selection, and click Apply.
Connecting a card
Users can only connect a card for themselves. For more details, see Using your corporate card with Expend. However, you can help users to verify their cards (see “Verifying a card”, below).
Verifying a card
As a user with the Admin or Financial Reviewer role, you can verify cards that users have connected, since they may not have access to the card statement showing the microcharge amount needed for verification. To verify a card, go to the card and click the ··· button on the right, select Verify card, and follow the instructions.
Removing a card
A user with the Admin or Financial Reviewer role can remove any user’s card. Find the card to remove, click the ··· button on the right, and select Unlink card.
After removing a user’s card, they will no longer be able to raise expenses from existing card transactions. Please ensure all expenses have been raised before removing a card.
The same card can be added again after it was removed. However, transactions done during the time that the card wasn’t connected will not be imported.
Transactions and expenses
A user with the Admin or Financial Reviewer role can view all transactions done using corporate cards that are (or were) connected to Expend. To view these, click Transactions in the dashboard menu.
To view transactions done with a specific card, select the card in the dropdown box in the upper-right corner of the page.
To find a specific transaction, use the Filter button in the upper-right corner of the page. You can filter by date, transaction status, and amount. Click the Filter button, make a selection, and click Apply.
To export the transactions shown on the Transactions page, click Export All in the upper-left corner of the page.
Only the transactions currently shown are exported. To export all transactions, ensure that the filters in the upper-right corner are cleared.
View the expense created from a transaction by clicking the ··· button on the right and selecting View expense.
A user with the Admin or Financial Reviewer role can also create an expense on behalf of another user by clicking the ··· button on the right and selecting Raise new expense.
Since they are raised from a card managed within Expend, these expenses are classified as expense reports. Once created, they are listed on the My Expenses page, and can be managed in the same way as all other expenses.
For more details, see Raising expenses from business card transactions.
Please note that cash management as done using Expend cards (where all a user’s cash withdrawals count towards an outstanding balance from which they create cash reports) is not available yet.
For corporate cards, cash withdrawals are handled in the same way as other card payments: a withdrawal will yield a transaction from which an individual expense can be raised.