The Expensify Visa® Commercial Card offers various settings to help Domain Admins manage company spending effectively.

Set and Manage Smart Limits

Smart Limits control spending for individual Expensify Card holders or groups. Enabling a Smart Limit activates a card and issues a virtual Expensify Card for immediate use.

Set Limits for Individual Cardholders

As a Domain Admin, set or edit Custom Smart Limits:

1. Navigate to Settings > Domains > [Domain Name] > Company Cards.
2. Click Edit Limit, enter the amount, and save.

• The limit determines how much spending a cardholder can accumulate.
• When the limit is reached, expenses must be submitted for approval before further transactions.
• Setting a Smart Limit to $0 disables the card.

Set Default Group Limits

To set or update default Smart Limits for a group:

1. Go to Settings > Domains > [Domain Name] > Groups.
2. Click the in-line limit for the group and adjust the value.

This applies to all group members who do not have a Custom Smart Limit.

Refreshing Smart Limits

To enable further spending, approve pending expenses:

1. Go to Reconciliation, select a date range, and click Run.
2. Click Unapproved Total to review pending expenses.
3. Approve expenses or add them to a report.

You can also increase a Smart Limit anytime by clicking Edit Limit.

Check and Adjust Your Domain Limit

Ensure your Domain Limit is accurate:

1. Connect a Bank Account: Go to Settings > Account > Payments > Add Verified Bank Account and connect via Plaid.
2. Request a Custom Limit: If your bank is not supported by Plaid:
   • Navigate to Settings > Domains > [Domain Name] > Company Cards > Request Limit Increase.
   • Upload three months of unredacted bank statements.

Factors Affecting Your Domain Limit

• Available Funds: Expensify monitors balances via Plaid. A sudden drop in funds may lower your limit.
• Pending Expenses: Large pending transactions reduce available funds.
• 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. Select a date range and click Run.
3. Review the Imported Total, displaying all Expensify Card transactions for the period.
4. Click totals to view associated expenses.

Reconcile Settlements

1. Navigate to Settings > Domains > [Domain Name] > Company Cards > Reconciliation > Settlements.
2. Use Search to generate a statement for a specific period.
3. Click Download CSV to review settlement details, including:
   • Date & Posted Date
   • Entry ID & Transaction ID
   • Amount & Merchant
   • Cardholder & Business Account
4. 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 enable 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

Settlements occur daily by default but can be switched to monthly if needed.

Monthly Settlement Requirements:

• No negative balance in the last 90 days.
• An initial settlement will process outstanding spending before switching.
• The settlement date will be the day you switch moving forward.

Steps to Change Settlement Frequency:

1. Navigate to Settings > Domains > [Domain Name] > Company Cards > Settings.
2. Click Settlement Frequency and select Monthly.
3. Click Save.

Declined Expensify Card Transactions

Enable real-time alerts to understand declined transactions:

1. Open the Expensify 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 exceeded the card’s Smart Limit.
  • Employees can check the balance of their Expensify Card under Settings > Account > Wallet.
  • Domain Admins can review employee Smart Limits under Settings > Domains > Company Cards.
  • Domain Admins can view the total Expensify Card available limit under Settings > Domains > Company Cards.
• Card Not Activated or Canceled: Ensure the card is active under Settings > Account > Wallet.
• Incorrect Card Information: Mistyped CVC, ZIP code, or expiration date will result in a decline.
• Suspicious Activity: Expensify may block flagged transactions.
• Merchants 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 Reconciliation.
• 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 Reconciliation to locate missing expenses:
   • Select the correct date range.
   • Check the specific card’s transactions.
2. If the expense isn’t listed, click Update next to the card under Card List to pull in missing transactions.
3. If the expense is still missing, contact Concierge with:
   • Merchant name
   • Date
   • Amount
   • Last four digits of the card number

Note: Only posted transactions will be imported.