Admin Card Settings and Features

Expensify Visa® Commercial Card Overview

The Expensify Visa® Commercial Card includes various settings to help admins manage expenses and card usage efficiently.

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 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.
  • 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.

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.

This applies to all group members who do not have an individual limit.

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.

Check and Adjust Your Domain Limit

Ensure your Domain Limit is accurate by following these steps:

  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 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.

Note: If your Domain Limit is $0, cardholders cannot make purchases.

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.

Manage Settlement Settings

Set a Preferred Workspace

Create a dedicated workspace for card expenses and use Scheduled Submit to automatically add expenses to reports.

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.

Change the Settlement Frequency

By default, settlements occur daily. You can switch to monthly settlements if needed.

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.

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.

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.

Common Reasons for Declines

Insufficient Card Limit

The transaction exceeds the card’s limit. Check your balance under Settings > Account > Credit Card Import.

Card Not Activated or Canceled

Ensure the card is active.

Incorrect Card Information

Mistyped CVC, ZIP, or expiration date will result in a decline.

Suspicious Activity

Expensify may block flagged transactions.

Merchant in a Restricted Country

Transactions from restricted countries will be declined.

FAQ

Who can access the Reconciliation tab?

Only Domain Admins can access the Reconciliation tool.

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.

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

Note: Only posted transactions will be imported.

Still have questions? Reach out to Concierge for further assistance.

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