How to Link Corporate Cards in Expense?
Linking corporate cards to Expense allows employees to match receipts with card transactions, simplifying expense reporting and improving accounting accuracy. Once the card issuer has approved the file transfer agreement, the card integration process is largely automated and requires minimal administration. This guide explains how the connection works and what administrators need to do to activate corporate cards in Expense.
How the Corporate Card Connection Works
After the agreement has been submitted to the card issuer:
- ✅ The card issuer handles the setup process
- ✅ No further action is required from the customer
- ✅ The bank approves the transaction file transfer
- ✅ The card connection is automatically established with Expense
Once the integration is active, card transactions will begin flowing into Expense.
Next Step: Make a Purchase
Activate the Card Feed
To activate the connection fully:
- The cardholder must make a purchase using their corporate card
- The card transaction is sent from the card issuer to Expense
- The card becomes available for import
✅ The card can now be linked to a user.
Link Corporate Cards to Users
Once card transactions have been received, administrators can import and assign the cards.
Open the Card Administration Page
Navigate to:
Administration > Cards
✅ All available cards awaiting import will be displayed.
Verify the Card Information
Before importing:
- Check the cardholder name
- Verify that the card name matches the correct user in Expense
This helps ensure the card is assigned to the right employee.
✅ Accurate card matching prevents future reporting issues.
Import the Card
You can import cards in two ways:
Import Individual Cards
- Locate the card
- Click Import next to the Imported On field
✅ The selected card is imported.
Import All Available Cards
- Open the Cards page
- Click Import at the top of the page
✅ All available cards are imported simultaneously.
Use the To-Do Page
Expense automatically notifies administrators when new cards are available.
Quick Access via To-Do
- Open your To-Do Page
- Look for the blue notification box
- Click the notification
✅ You'll be taken directly to the card import section.
Benefits of Linking Corporate Cards
💳 Automatic Transaction Imports
Corporate card purchases are imported directly into Expense.
📷 Easier Receipt Matching
Employees can attach receipts directly to card transactions.
✅ Reduced Manual Administration
No need to manually register card purchases.
📊 Improved Accounting Accuracy
Transactions and receipts remain connected throughout the workflow.
💡 Best Practice Tips
- ✅ Import cards as soon as they become available
- 👥 Verify cardholder names before linking
- 📷 Encourage employees to upload receipts immediately after purchases
- 💳 Ensure users have the Card User permission enabled
- 🔍 Review imported cards regularly during onboarding
Frequently Asked Questions (FAQ)
Do I need to manually connect the card after the bank approval?
No. Once the card issuer and bank approve the file transfer, the connection to Expense is established automatically.
Why don't I see the card in Expense?
The cardholder usually needs to make their first purchase before the card becomes available for import.
Where do I import corporate cards?
Navigate to:
Administrate > Cards
Can I import multiple cards at once?
Yes. Use the Import option at the top of the Cards page to import all available cards.
How do I know when cards are available?
Expense displays a notification on the To-Do Page when cards are ready for import.
Summary
- 💳 Corporate cards are connected automatically after bank approval
- ✅ Cardholders should make a purchase to activate the card feed
- 👥 Administrators link cards via Administration > Cards
- 📥 Import individual cards or all cards at once
- 🔔 New cards appear on the To-Do Page for quick access
- 🚀 Simplify expense reporting with automated corporate card integration