Skip to content
New issue

Have a question about this project? Sign up for a free GitHub account to open an issue and contact its maintainers and the community.

Sign up for GitHub

By clicking “Sign up for GitHub”, you agree to our terms of service and privacy statement. We’ll occasionally send you account related emails.

Already on GitHub? Sign in to your account

Update Admin-Card-Settings-and-Features.md #57828

Merged
merged 1 commit into from
Mar 5, 2025
Merged

Update Admin-Card-Settings-and-Features.md #57828

Changes from all commits
Commits
Show all changes
1 commit
Select commit
File filter

Filter by extension

Filter by extension
Conversations
Failed to load comments.
Loading
Jump to
Jump to file
Failed to load files.
Loading
Diff view
Diff view
199 changes: 106 additions & 93 deletions docs/articles/expensify-classic/expensify-card/Admin-Card-Settings-and-Features.md
View file
Open in desktop
Original file line number Diff line number Diff line change
@@ -1,134 +1,147 @@
---
title: Admin Card Settings and Features
title: Admin Card Settings and Features
description: A deep dive into the available controls and settings for the Expensify Card.
---
# Expensify Visa® Commercial Card Overview
The Expensify Visa® Commercial Card offers various settings to help admins manage expenses and card usage efficiently. Here’s how to use these features:

## Smart Limits
Smart Limits allow you to set custom spending limits for each Expensify cardholder or default limits for groups. Setting a Smart Limit activates an Expensify card for your user and issues a virtual card for immediate use.

#### Set Limits for Individual Cardholders
As a Domain Admin, you can set or edit Custom Smart Limits for a card:
1. Go to _**Settings > Domains > Domain Name > Company Cards**_.
2. Click **Edit Limit** to set the limit.
# Expensify Visa® Commercial Card Overview
The Expensify Visa® Commercial Card includes various settings to help admins manage expenses and card usage efficiently.

This limit restricts the amount of unapproved (unsubmitted and processing) expenses a cardholder can incur. Once the limit is reached, the cardholder cannot use their card until they submit outstanding expenses and have their card spend approved. If you set the Smart Limit to $0, the user’s card cannot be used.
## Set and Manage Smart Limits
Smart Limits allow you to control spending for each Expensify cardholder or set default limits for groups. Enabling a Smart Limit activates an Expensify Card and issues a virtual card for immediate use.

#### Set Default Group Limits
Domain Admins can set or edit custom Smart Limits for a domain group:
### Set Limits for Individual Cardholders
As a Domain Admin, you can set or edit Custom Smart Limits:
1. Go to **Settings > Domains > [Domain Name] > Company Cards**.
2. Click **Edit Limit** and enter the desired amount.

1. Go to _**Settings > Domains > Domain Name > Groups**_.
2. Click on the limit in-line for your chosen group and amend the value.
- The limit controls how much unapproved spending a cardholder can accumulate.
- Once the limit is reached, the cardholder must submit expenses for approval before making new transactions.
- Setting a Smart Limit of $0 disables the card.

This limit applies to all members of the Domain Group who do not have an individual limit set via _**Settings > Domains > Domain Name > Company Cards**_.
### Set Default Group Limits
To set or update default Smart Limits for a domain group:
1. Go to **Settings > Domains > [Domain Name] > Groups**.
2. Click the in-line limit for your chosen group and adjust the value.

#### Refreshing Smart Limits
To let cardholders continue spending, you can approve their pending expenses via the Reconciliation tab. This frees up their limit, allowing them to use their card again.
This applies to all group members who do not have an individual limit.

To check an unapproved card balance and approve expenses:
1. Click on **Reconciliation** and enter a date range.
2. Click on the Unapproved total to see what needs approval.
3. You can add to a new report or approve an existing report from here.
### Refreshing Smart Limits
To enable further spending, approve pending expenses:
1. Go to **Reconciliation**, enter a date range, and click **Run**.
2. Click the **Unapproved Total** to review pending expenses.
3. Approve expenses or add them to a report.

You can also increase a Smart Limit at any time by clicking **Edit Limit**.

### Understanding Your Domain Limit
To ensure you have the most accurate Domain Limit for your company, follow these steps:
---

1. **Connect Your Bank Account:** Go to _**Settings > Account > Payments > Add Verified Bank Account**_ and connect via Plaid.
## Check and Adjust Your Domain Limit
Ensure your Domain Limit is accurate by following these steps:

2. **Request a Custom Limit:** If your bank isn’t supported or you’re experiencing connection issues, you can request a custom limit at _**Settings > Domains > Domain Name > Company Cards > Request Limit Increase**_. Note that you’ll need to provide three months of unredacted bank statements for review by our risk management team.
1. **Connect Your Bank Account:** Go to **Settings > Account > Payments > Add Verified Bank Account** and connect via Plaid.
2. **Request a Custom Limit:** If Plaid does not support your bank, request a limit increase at **Settings > Domains > [Domain Name] > Company Cards > Request Limit Increase**.
- You’ll need to upload three months of unredacted bank statements.

### Factors Affecting Your Domain Limit
Your Domain Limit may fluctuate due to several factors:
Your Domain Limit may change due to:
- **Available Funds:** Expensify monitors balances via Plaid. A sudden drop in funds within 24 hours can lower your limit.
- **Pending Expenses:** Large pending transactions reduce your available balance.
- **Processing Settlements:** Settlements take about three business days, dynamically adjusting your Domain Limit.

- **Available Funds in Your Verified Business Bank Account:** We regularly monitor balances via Plaid. A sudden decrease in balance within the last 24 hours may impact your limit. For accounts with 'sweep' functionality, maintain a sufficient balance even when sweeping daily.
**Note:** If your Domain Limit is $0, cardholders cannot make purchases.

- **Pending Expenses:** Check the Reconciliation Dashboard for large pending expenses that could affect your available balance. Your Domain Limit automatically adjusts to include pending expenses.

- **Processing Settlements:** Settlements typically take about three business days to process and clear. Multiple large settlements over consecutive days may affect your Domain Limit, which updates dynamically once settlements are cleared.

Please note: If your Domain Limit is reduced to $0, cardholders cannot make purchases, even if they have higher Smart Limits set on their individual cards.
---

## Reconciling Expenses and Settlements
Reconciling expenses ensures your financial records are accurate and up-to-date. Follow these steps to review and reconcile expenses associated with your Expensify Cards:
## Reconcile Expenses and Settlements
### Reconcile Expenses
1. Go to **Settings > Domains > [Domain Name] > Company Cards > Reconciliation > Expenses**.
2. Enter start and end dates, then click **Run**.
3. Review the **Imported Total**, which shows all Expensify Card transactions for the period.
4. Click totals to view associated expenses.

### Reconcile Settlements
1. Log into Expensify.
2. Click **Settings > Domains > [Domain Name] > Company Cards > Reconciliation > Settlements**.
3. Use **Search** to generate a statement for a specific period.
4. Click **Download CSV** to review settlement details, including:
- **Date & Posted Date**
- **Entry ID & Transaction ID**
- **Amount & Merchant**
- **Cardholder & Business Account**
5. To reconcile pre-authorizations, use the **Transaction ID** column in the CSV file.

#### How to Reconcile Expenses:
1. Go to _**Settings > Domains > Domain Name > Company Cards > Reconciliation > Expenses**_.
2. Enter your start and end dates, then click *Run*.
3. The Imported Total will display all Expensify Card transactions for the period.
4. You'll see a list of all Expensify Cards, the total spend on each card, and a snapshot of expenses that have been approved and have not been approved (Approved Total and Unapproved Total, respectively).
5. Click on the amounts to view the associated expenses.
---

#### How to Reconcile Settlements:
A settlement is the payment to Expensify for purchases made using the Expensify Cards. The program can settle on either a daily or monthly basis. Note that not all transactions in a settlement will be approved when running reconciliation.
## Manage Settlement Settings
### Set a Preferred Workspace
Create a dedicated workspace for card expenses and use **Scheduled Submit** to automatically add expenses to reports.

1. Log into the Expensify web app.
2. Click _**Settings > Domains > Domain Name > Company Cards > Reconciliation > `Settlements**_.
3. Use the Search function to generate a statement for the specific period you need.
### Change the Settlement Account
1. Go to **Settings > Domains > [Domain Name] > Company Cards > Settings**.
2. Select a new verified business bank account from the **Settlement Account** dropdown.
3. Click **Save**.

The search results will include the following info for each entry:
- **Date:** When a purchase was made or funds were debited for payments.
- **Posted Date:** When the purchase transaction is posted.
- **Entry ID:** A unique number grouping card payments and transactions settled by those payments.
- **Amount:** The amount debited from the Business Bank Account for payments.
- **Merchant:** The business where a purchase was made.
- **Card:** Refers to the Expensify Card number and cardholder’s email address.
- **Business Account:** The business bank account connected to Expensify that the settlement is paid from.
- **Transaction ID:** A special ID that helps Expensify support locate transactions if there’s an issue.
### Change the Settlement Frequency
By default, settlements occur daily. You can switch to monthly settlements if needed.

Review the individual transactions (debits) and the payments (credits) that settled them. Each cardholder will have a virtual and a physical card listed, handled the same way for settlements, reconciliation, and exporting.
#### Monthly Settlement Requirements:
- The account must not have had a negative balance in the last 90 days.
- An initial settlement will process any outstanding spending before switching.
- The settlement date will be the day you switch moving forward.

4. Click **Download CSV** for reconciliation. This will list everything you see on the screen.
5. To reconcile pre-authorizations, use the Transaction ID column in the CSV file to locate the original purchase.
6. Review account payments: You’ll see payments made from the accounts listed under _**Settings > Account > Payments > Bank Accounts**_. Payment data won’t show for deleted accounts.
#### Steps to Change the Settlement Frequency:
1. Go to **Settings > Domains > [Domain Name] > Company Cards > Settings**.
2. Click **Settlement Frequency** and select **Monthly**.
3. Click **Save**.

Use the Reconciliation Dashboard to confirm the status of expenses missing from your accounting system. It allows you to view both approved and unapproved expenses within your selected date range that haven’t been exported yet.
---

### Set a Preferred Workspace
Many customers find it helpful to separate their company card expenses from other types of expenses for easier coding. To do this, create a separate workspace specifically for card expenses.
## Declined Expensify Card Transactions
Enable **Receive real-time alerts** to get notified about declined transactions:
1. Open the mobile app.
2. Tap the menu icon (**≡**) and go to **Settings**.
3. Toggle **Receive real-time alerts** on.

**Using a Preferred Workspace:**
Combine this feature with Scheduled Submit to automatically add new card expenses to reports connected to your card-specific workspace.
### Common Reasons for Declines
#### Insufficient Card Limit
The transaction exceeds the card's limit. Check your balance under **Settings > Account > Credit Card Import**.

### Change the Settlement Account
You can change your settlement account to any verified business bank account in Expensify. If your current bank account is closing, make sure to set up a replacement as soon as possible.
#### Card Not Activated or Canceled
Ensure the card is active.

#### Steps to Select a Different Settlement Account:
1. Go to _**Settings > Domains > Domain Name > Company Cards > Settings**_ tab.
2. Use the Expensify Card settlement account dropdown to select a new account.
3. Click **Save**.
#### Incorrect Card Information
Mistyped CVC, ZIP, or expiration date will result in a decline.

### Change the Settlement Frequency
By default, Expensify Cards settle daily. However, you can switch to monthly settlements.
#### Suspicious Activity
Expensify may block flagged transactions.

#### Monthly Settlement Requirements:
- The settlement account must not have had a negative balance in the last 90 days.
- There will be an initial settlement for any outstanding spending before the switch.
- The settlement date going forward will be the date you switch (e.g., if you switch on September 15th, future settlements will be on the 15th of each month).
#### Merchant in a Restricted Country
Transactions from restricted countries will be declined.

#### Steps to Change the Settlement Frequency:
1. Go to _**Settings > Domains > Domain Name > Company Cards > Settings**_ tab.
2. Click the **Settlement Frequency** dropdown and select **Monthly**.
3. Click **Save** to confirm the change.
---

### Declined Expensify Card Transactions
If you have 'Receive real-time alerts' enabled, you'll get a notification explaining why a transaction was declined. To enable alerts:
1. Open the mobile app.
2. Click the three-bar icon in the upper-left corner.
3. Go to Settings.
4. Toggle 'Receive real-time alerts' on.
# FAQ

If you or your employees notice any unfamiliar purchases or need a new card, go to _**Settings > Account > Credit Card Import**_ and click on **Request a New Card**.
## Who can access the Reconciliation tab?
Only **Domain Admins** can access the Reconciliation tool.

#### Common Reasons for Declines:
- **Insufficient Card Limit:** If a transaction exceeds your card's limit, it will be declined. Always check your balance under _**Settings > Account > Credit Card Import**_ on the web or mobile app. Approve pending expenses to free up your limit.
## Who can view and process company card transactions?
- **Domain Admins** can view all company card transactions, including unreported ones, via the Reconciliation tool.
- **Workspace Admins** can only view reported expenses in a workspace. If they lack domain access, they cannot see transactions that haven’t been added to a report.

- **Card Not Activated or Canceled:** Transactions won't process if the card hasn't been activated or has been canceled.
## What do I do if company card expenses are missing?
1. Use the **Reconciliation** tool to locate the missing expense:
- Select the date range for the expense.
- View the specific card to check the data.
2. If the expense isn’t listed, click **Update** next to the card under the **Card List** tab to pull in missing transactions.
3. If the expense still doesn’t appear, contact Concierge with these details:
- Merchant name
- Date
- Amount
- Last four digits of the card number

- **Incorrect Card Information:** Entering incorrect card details, such as the CVC, ZIP, or expiration date, will lead to declines.
**Note:** Only posted transactions will be imported.

- **Suspicious Activity:** Expensify may block transactions if unusual activity is detected. This could be due to irregular spending patterns, risky vendors, or multiple rapid transactions. Check your Expensify Home page to approve unusual merchants. If further review is needed, Expensify will perform a manual due diligence check and lock your cards temporarily.
---

- **Merchant in a Restricted Country:** Transactions will be declined if the merchant is in a restricted country.
**Still have questions?** Reach out to Concierge for further assistance.
Loading