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Expensify Cards |
The Expensify Card is a corporate payment card that integrates seamlessly with Expensify Expense, allowing you to manage company spending in real-time. By enforcing your company’s expense policy at the point of sale, the Expensify Card eliminates the need for manual receipt tracking, reduces fraud, and ensures compliance with expense policies. Whether you’re looking for simplified expense management, real-time control, or cashback rewards, the Expensify Card is designed to meet your needs.
The Expensify Card is ideal for any business looking to streamline its expense management and control employee spending. Key use cases include:
- Enforcing company policy - Ensure that purchases are compliant with your company’s expense policy automatically at the point of sale.
- Automating expense tracking - Eliminate manual receipt entry by capturing expenses automatically with every card transaction.
- Real-time spending control - Gain immediate insight into employee spending, and control purchases with dynamic card limits.
- Earning cashback - Get rewarded for company spending with up to 2% cashback on all purchases.
The Expensify Card is a valuable tool for companies of all sizes, from startups to large enterprises. Some common users include:
- Small businesses - Manage corporate spending efficiently without the complexity of traditional corporate cards.
- Enterprises - Gain full visibility into employee spending and ensure compliance across all transactions.
- Travel-heavy teams - Simplify travel expenses by allowing employees to use the Expensify Card for booking flights, hotels, and other travel-related purchases.
- Nonprofits - Track and control organizational spending while ensuring that all expenses align with donor guidelines.
- Accountants - Streamline reimbursement and auditing processes by eliminating manual entry and simplifying receipt management.
The Expensify Card offers unique advantages for companies looking to optimize their expense management:
- Policy enforcement at the point of sale - Automatically enforce your company’s expense policy when employees use the card, ensuring that only approved purchases go through.
- Real-time visibility - See employee spending as it happens, with every transaction instantly visible in Expensify Expense.
- Automatic expense categorization - Expenses are automatically categorized and matched with receipts, eliminating the need for manual entry or follow-up.
- Dynamic card limits - Set and adjust spending limits in real-time to control how much employees can spend, based on your company’s policies and budget.
- No manual receipt tracking - All receipts are captured automatically when employees use the Expensify Card, so they never need to submit paper receipts for approval.
- Up to 2% cashback - Earn up to 2% cashback on all purchases, directly offsetting company expenses.
- Fraud reduction - Reduce fraud by limiting card use to specific categories or vendors, and by gaining full visibility into all transactions.
The Expensify Card is designed to automatically enforce your company’s expense policy:
- Policy-based approvals - Transactions are approved or denied based on predefined expense categories, amounts, or vendor types.
- Spending limits - Set individual or department-level spending limits that the card will automatically enforce.
- Real-time monitoring - Managers and admins can view all transactions as they happen, allowing them to flag or approve expenses in real-time.
The Expensify Card fully automates the expense reporting process:
- Automatic receipt capture - When an employee makes a purchase, the Expensify app automatically captures the receipt and attaches it to the expense report.
- No manual entry - Employees no longer need to manually enter expense details or submit receipts – everything is done automatically.
- Automatic expense categorization - Expenses are categorized based on your company’s policies, and receipts are matched automatically, reducing administrative work.
The Expensify Card offers robust controls to manage employee spending:
- Dynamic limits - Adjust spending limits in real-time for individual employees or teams, ensuring that spending stays within company-approved limits.
- Vendor controls - Restrict card usage to specific vendors or categories (e.g., office supplies, travel), ensuring that employees use the card for appropriate purchases.
- Custom approval workflows - Set up multi-level approval workflows for certain purchases, ensuring that large or unusual transactions are reviewed by managers before they are processed.
The Expensify Card allows your company to earn cashback on every purchase:
- Up to 2% cashback - Earn up to 2% cashback on all purchases, depending on your company’s total spend.
- Direct billing offsets - Cashback rewards can be applied directly to offset your company’s monthly Expensify bill, reducing your overall expenses.
The Expensify Card includes several features that reduce the risk of fraud:
- Restricted vendor categories - Limit card usage to approved vendors or categories, preventing unauthorized purchases.
- Real-time visibility - Track all card transactions as they happen, making it easy to identify and address suspicious activity.
- Dynamic limits - Adjust spending limits in real-time, so if an employee is in a situation where they need additional funds, it can be handled securely.
Virtual cards are digital cards designed for online transactions with several benefits:
- Flexibility - Create or delete virtual cards instantly for transactions with predetermined amounts or recurring payments.
- Customizable limits - Set spending limits for each virtual card.
- Security - Issue virtual cards for single-use or recurring expenses to reduce the risk of unauthorized transactions.
- Insights - Track recurring spend for specific vendors by assigning a virtual card to a team, department, or vendor.
To enable the Expensify Card for your workspace, you must be a Workspace Admin. Follow these steps:
- Press your profile image or icon in the menu.
- Scroll and press Workspaces in the menu.
- Select the workspace you want to enable Expensify Cards for.
- Press More features in the menu.
- Under the Spend section, enable the Expensify Card toggle.
Before issuing Expensify Cards, connect them with a bank account. Here's how:
- Press Expensify Card in the menu.
- Press Issue new card.
- Select an existing bank account or follow the steps to add a new one.
To issue an Expensify Card to an employee, follow these steps:
- Press Issue card.
- Select the employee you want to issue the card to.
- Choose to issue a physical or virtual card.
- Pick a smart, monthly, or fixed limit.
- Enter the limit amount and add a card name.
- Press Issue card to confirm and issue the card.
To adjust spending limits on an Expensify Card, follow these steps:
- Go to Settings > Cards.
- Select the employee’s card from the list.
- Press Edit Limits and adjust the spending limit for the card.
- Press Save to apply the new limit.
To manage your issued Expensify Cards, you must be a Workspace Admin. Follow these steps:
- Press your profile image or icon in the bottom left menu.
- Scroll down and press Workspaces in the left menu.
- Select the workspace containing the desired Expensify Cards.
- Press Expensify Card in the left menu to see a list of all issued cards.
- Press a card row to view details or adjust the card limit, limit type, name, or deactivate it.
- Press Settings in the top right to adjust the settlement account or change the settlement frequency.
To track Expensify Card transactions, follow these steps:
- Navigate to the Expenses section in the Expensify app.
- Filter by Expensify Card to view all transactions made using the card.
- Select any transaction to view the details, including receipts and categorization.
If you encounter a transaction error, you can dispute it by following these steps:
- Contact the merchant to try and resolve the issue directly.
- If unresolved, contact Expensify by opening a chat with Expensify Concierge or emailing [email protected] with details of the disputed charge and supporting documentation.
- If you suspect fraud, immediately deactivate your card by pressing your profile image, selecting Wallet, pressing your Expensify Card, and then Report card fraud. Follow the prompts to deactivate and request a new card.
- Enable Two-Factor Authentication (2FA) for added security.
To use your Expensify Card for contactless payments, add it to your Apple or Google Pay digital wallet:
Apple Pay
- Open the Wallet app on your device.
- Press the + button to add a new card.
- Select Debit or Credit Card.
- Press Continue and follow the instructions to add your virtual Expensify Card.
Google Pay
- Open the Google Pay app on your device.
- Press Add to Wallet.
- Select Payment Card and then Add new debit or credit card.
- Enter your virtual Expensify Card details to complete the process.
To receive real-time notifications for spending activity on your Expensify Card, follow these steps:
- From your Expensify Chat inbox, press the dropdown on the logo or avatar in the top left corner.
- Select the workspace you want to update the notification settings for.
- Press the workspace chat in your inbox (the chat with your workspace’s name as the title).
- Press the header at the top of the chat.
- Press Settings.
- Press Notify me about new messages and select Immediately.
Then, enable notifications on your device:
iPhone
- Go to your device settings.
- Find and tap New Expensify.
- Tap Notifications and enable notifications.
- Customize your alerts. Depending on your phone model, you may have extra options to customize the types of notifications you receive.
Android
- Go to your device settings.
- Tap Notifications and select Apps notifications.
- Find and tap New Expensify.
- Enable notifications.
- Customize your alerts. Depending on your phone model, you may have extra options to customize the types of notifications you receive.
You will now receive real-time spend notifications to your mobile device.
To update your mailing address for your Expensify Card, follow these steps:
- Hover over Settings and press Account.
- Press the Credit Card Import tab.
- Press Request a New Card on your physical card pending activation.
- Select I lost my card. If you’re updating your address to receive your new Expensify Visa® Commercial Card, select this option even though you have not lost a card.
- Confirm your details and press Continue.
- Update your address and press Continue. If the new card has already been shipped to an incorrect address, proceed to the next step to resend the card to the newly updated address.
- Proceed with the card replacement. Your new card will arrive in 2-3 business days.
The Smart Limit of your Expensify Card updates automatically after each purchase. To check your available Smart Limit, follow these steps:
- Press your profile image or icon in the menu.
- Press Wallet.
- Press your Expensify Card to see the available Smart Limit.
To upgrade your company’s Expensify Cards to the new Expensify Visa® Commercial Card, follow these steps:
- On the Home page, press the task titled "Upgrade to the new and improved Expensify Card."
- Review and agree to the Terms of Service.
- Press Get the new card to automatically mail new physical cards to existing cardholders with limits greater than $0 and issue virtual cards for immediate use.
- If Positive Pay is enabled, contact your bank to whitelist the new ACH ID: 2270239450.
- Remind employees to update payment information for recurring charges to their virtual card information.
Existing cards remain active until deactivated by a Domain Admin or the cardholder. Cards won't be issued to employees who don't currently have them; you'll need to issue a new card for them.
To view your virtual card details in Expensify, follow these steps:
- Press your profile image or icon in the menu.
- Press Wallet.
- Press your Expensify Card.
- Press Reveal Details to view your virtual Expensify Card number, expiration date, CVV, and address.
The Expensify Card is a corporate payment card that integrates seamlessly with Expensify Expense, providing simplified expense management, real-time control, and cashback rewards.
To set up the Expensify Card, go to Settings > Cards, follow the prompts to enable the Expensify Card for your company, issue cards to employees, set spending limits, and define company policies for card usage.
The Expensify Card automatically enforces your company’s expense policy by blocking purchases outside of approved categories, enforcing spending limits in real-time, and providing real-time visibility into employee spending for managers.
Employees don’t need to manually submit expenses with the Expensify Card. Each transaction is automatically recorded, categorized, and attached to an expense report. Receipts are automatically captured and matched with transactions, eliminating the need for manual entry.
Yes, the Expensify Card provides real-time visibility into all transactions. Admins and managers can monitor employee spending as it happens, ensuring full control and oversight.
The Expensify Card offers up to 2% cashback on all purchases. Cashback can be applied directly to reduce your monthly Expensify bill, or used to offset other company expenses.
You can control employee card usage by setting vendor and category restrictions. For example, you can restrict cards to be used only for travel-related purchases, or limit spending to certain vendors. These restrictions are enforced at the point of sale.
Here are some reasons why an Expensify Card transaction might be declined:
- Insufficient card limit: If a transaction exceeds your Expensify Card’s available limit, the transaction will be declined. Submitting expenses and getting them approved will free up your limit for more spending.
- Inactive card: Your card isn’t active yet or it was disabled by your Domain Admin.
- Incorrect card details: Your card information was entered incorrectly with the merchant. Entering incorrect card information, such as the CVC, ZIP, or expiration date, will also lead to declines.
- Fraudulent or risky activity: If Expensify detects unusual or suspicious activity, we may block transactions as a security measure.
You can report and submit Expensify Card expenses just like any other expenses, and you’ll want to submit them regularly to ensure you have a sufficient spending amount available on the card. As your expenses are approved, your Smart Limit updates accordingly.
SmartScanned receipts should automatically attach to the related Expensify Card expense. Expensify also automatically generates an IRS-compliant eReceipt for every transaction as long as the expense isn’t lodging-related. If your organization doesn’t require itemized receipts, you can rely on eReceipts instead.
Expensify uses sophisticated algorithms to detect and block unusual card activity. You can also enable real-time notifications to receive alerts each time your card is charged.
The dispute process can take up to 90 days.
You can cancel a filed dispute by using your Expensify Chat thread with Concierge or by emailing [email protected].
The Expensify Card requires a US business bank account opened in the name of a business incorporated in the US.
You can use the Expensify Card on every workspace you create. However, a settlement account can only be used with the Expensify Card on one workspace.
You can issue an unlimited number of both physical and virtual cards to employees, supporting a variety of use cases.
There are several reasons why the task to accept new terms might not appear:
- You may not be a Domain Admin.
- Another domain admin has already accepted the terms.
- The task might be hidden. Scroll to the bottom of the Home page and press Show Hidden Tasks to view all tasks.
The upgrade process won't affect continuous reconciliation. During the transition, you may have employees with both old and new cards, resulting in two separate debits for your settlement account per period. Once all spending transitions to the new cards, you'll only see one settlement.
Yes, an upgrade to the new Expensify Visa® Commercial Card is necessary. A deadline will be provided soon, but you'll have ample time to complete the upgrade.