Admin Card Settings and Features
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:
- Navigate to Settings > Domains > [Domain Name] > Company Cards.
- 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:
- Go to Settings > Domains > [Domain Name] > Groups.
- 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:
- Go to Reconciliation, select a date range, and click Run.
- Click Unapproved Total to review pending expenses.
- 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:
- Connect a Bank Account: Go to Settings > Account > Payments > Add Verified Bank Account and connect via Plaid.
- 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
- Go to Settings > Domains > [Domain Name] > Company Cards > Reconciliation > Expenses.
- Select a date range and click Run.
- Review the Imported Total, displaying all Expensify Card transactions for the period.
- Click totals to view associated expenses.
Reconcile Settlements
- Navigate to Settings > Domains > [Domain Name] > Company Cards > Reconciliation > Settlements.
- Use Search to generate a statement for a specific period.
- Click Download CSV to review settlement details, including:
- Date & Posted Date
- Entry ID & Transaction ID
- Amount & Merchant
- Cardholder & Business Account
- 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
- Go to Settings > Domains > [Domain Name] > Company Cards > Settings.
- Select a new verified business bank account from the Settlement Account dropdown.
- 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:
- Navigate to Settings > Domains > [Domain Name] > Company Cards > Settings.
- Click Settlement Frequency and select Monthly.
- Click Save.
Declined Expensify Card Transactions
Enable real-time alerts to understand declined transactions:
- Open the Expensify mobile app.
- Tap the menu icon (≡) and go to Settings.
- 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?
- Use Reconciliation to locate missing expenses:
- Select the correct date range.
- Check the specific card’s transactions.
- If the expense isn’t listed, click Update next to the card under Card List to pull in missing transactions.
- 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.