Instructional Video: Connect New Corporate Cards in Expense
When new corporate cards are issued, they must be linked to the correct user in Expense to ensure that card transactions and receipts can be processed automatically. By connecting cards correctly, you create a smooth workflow for expense reporting, approvals, and accounting. This guide explains how administrators can connect new corporate cards to users in Expense.
Why Connect Corporate Cards?
When a corporate card is linked to a user, the user can:
- 💳 Receive card transactions automatically
- 📷 Match receipts to purchases
- 📊 Manage reports in Expense
- ✅ Receive notifications about new transactions
👉 A correctly linked card reduces administration and simplifies receipt management.
Preparations Before Connecting a Card
Before connecting a card, verify that:
- ✅ The user has been created in Expense
- ✅ The user has the Card User permission
- ✅ Card information has been received from the card provider
- ✅ The user's email address is registered correctly
✅ This ensures the card can be linked successfully.
Connect a Corporate Card to a User
Step-by-Step
- Navigate to Administration > Corporate Cards
- Select the card you want to connect
- Click Connect Card
- Search for the relevant user
- Select the user
- Click Save
✅ The card is now connected to the selected user.
Verify the Connection
Check the Following
After the card has been connected, verify that:
- 👤 The correct user is assigned to the card
- 💳 The card number is correct
- ✅ The card status is active
- 📧 The user is able to receive card transactions
✅ The setup is now complete.
What Happens After the Card Is Connected?
When transactions are imported into Expense:
- 💳 Card purchases appear automatically
- 📷 The user can attach receipts
- 📊 Transactions are displayed under To Report
- ✅ The expense reporting process can begin
👉 Users can start managing their corporate card transactions immediately.
Inform the User
Share Important Information
Once the card has been connected, it is recommended that the user receives information about:
- 📷 How to photograph receipts
- 📱 How to use the Expense app
- 💳 How corporate card transactions are managed
- ✅ Your company's internal expense reporting procedures
👉 This improves user adoption and reduces support requests.
Common Issues When Connecting Cards
The Card Does Not Appear in Expense
Verify that:
- 💳 The card has been delivered by the card provider
- 🔄 The card import has been completed
- ✅ The card is active
👉 If the card is still not visible, contact Expense Support.
The Card Is Connected to the Wrong User
Step-by-Step
- Open the card
- Remove the existing connection
- Connect the card to the correct user
- Click Save
✅ Future transactions will now be assigned to the correct user.
💡 Best Practice Tips
Improve the User Experience
- ✅ Connect cards immediately when creating new users
- 📧 Ensure the correct email address is registered
- 📱 Ask users to activate the Expense app
- 📷 Encourage users to photograph receipts immediately after purchases
👉 These steps help create an efficient and compliant expense process.
Frequently Asked Questions (FAQ)
Does the user need to be created first?
Yes. The user must exist in Expense before a corporate card can be connected.
Is an automatic email sent when the card is connected?
In many cases, information is sent to the user when the card is linked.
Can a user have multiple corporate cards?
Yes. This depends on your company's setup and card provider.
What happens to previously imported transactions?
Previously imported transactions are not automatically reassigned when a new card connection is created.
Summary
- 💳 Connect new corporate cards to the correct users
- ✅ Verify that the user has the Card User permission
- 📷 Enable automatic receipt matching and management
- 📊 Receive card transactions directly in Expense
- 📧 Ensure users are informed and properly onboarded
- 🚀 Create a smooth process for expense reporting, approvals, and accounting