This guide walks you through the steps for creating virtual and physical cards. Whether you’re an employee requesting a card or an administrator assigning one, you’ll learn how to set up a card and define its advanced spend control.
Create your cards
For Employees: Requesting a Card (Virtual or Physical)
Unless your administrator has granted you permission to create a card, you will not see the option to create one in your dashboard. In most cases, your administrator will assign a card to you, and you will need to claim it once it appears in your dashboard. For physical cards, you will be prompted to enter your delivery address before confirming. The card will be shipped only once the address is confirmed.
If you do have permission to create a card:
- Log in to your account dashboard.
- Select Create a Card.
- Choose the card type: Virtual or Physical.
- Enter a name for easy identification.
- Set the spending limit for the card.
- Choose a spend interval.
⇾ For physical cards, enter the delivery address and create a PIN
(There is no need for a PIN if you are a USA entity)
⇾ For virtual cards, review the details and confirm
Please be aware that the delivery time may vary depending on your location.
Typically, local delivery takes up to 5 business days, but it could take up to 2 weeks in certain regions or for international shipping.
For Employees: Activating Your Physical Card
If you're located in Brazil, Colombia, Mexico, or Canada, you must activate your physical card after receiving it. To activate it:
- Log in to your dashboard.
- Click Activate Card.
- Enter the last four digits of the card to complete the activation.
For Administrator: Creating and Assigning a Card
As an administrator, you can create and assign both virtual and physical cards to users, including other admins and managers.
- Log in to your account dashboard.
- Select Create a Card.
- Choose the card type: Virtual or Physical.
- Assign the card to a user.
- Select the appropriate funding source.
- Enter a card name for easy identification.
- Set the spending limit.
- Choose the spend interval.
- Click Create Card.
Once assigned, the employee must log in and claim the card from their dashboard.
For physical cards, the employee will be prompted to provide a delivery address before the card is shipped.
Card Spend Intervals
When creating a card, you can define how its balance is managed using one of two spend intervals:
- Daily Spend Interval:
The card’s limit resets automatically at the start of each day
*The reset will happen at 12:00 AM UTC
Example: A card with a $1,000 limit will reset to $1,000 every day, allowing you to spend up to that amount each day. - Weekly Spend Interval:
The card’s limit resets automatically at the start of each week
*The reset will happen on Sunday at 12:00 AM UTC
Example: A card with a $1,000 limit will reset to $1,000 every week, giving you a fresh spend limit every week. Monthly Spend Interval:
The card’s limit resets automatically at the start of each month.
Example: A card with a $1,000 limit will reset to $1,000 each month, allowing you to spend that amount again at the beginning of each new month.Lifetime Spend Interval:
The card’s limit is fixed until the funds are fully spent, with no automatic reset.
Example: A card with a $1,000 limit will remain available until the full amount is depleted.
⇾ If you frequently create cards with the same settings, use the recent cards feature to pre-fill details and save time.
Card Spend Limit
When creating a physical or virtual card for your users, you are prompted to input a spending limit. Later on, you may find the need to adjust this limit based on evolving spending requirements.
To customise the card spending threshold, follow the steps below:
- Access your account and navigate to the Cards tab.
- Use the filters to locate the specific card you want to adjust.
- Click on the card to open the side tab displaying the card details
- Hover over the bottom of the tab to find:
⇾ (Interval) Spend Limit - Click on the current spend limit amount to edit it.
- Remember to click Save Settings to apply your changes.
Card Spend Limit Requests & Approvals
If you need to increase a card’s spend limit, you can now request the change directly from the platform.
Requesting a spend limit change
- In the Cards tab, locate the card you want to update
- Under Actions, open Spend limit
- Enter the new spend limit amount
- Choose whether the change is temporary or permanent
- Add a reason for the request (optional)
Save your changes to send the request to your company admin
Approving or declining a request (Admins)
Check the dashboard for a notification that a request needs attention
- Go to the Inbox tab
- In the Cards requests section, open the spend limit request
- Review the details and choose to approve or decline
If approved, the new spend limit is applied automatically
Advanced Card Controls
Temporary Spend Limit
If you need to temporarily increase a card’s spending limit for a specific period, you can set a Temporary Spend Limit. This allows for higher spending during events or special circumstances, and the limit will automatically revert to the original amount once the specified time window expires.
- Access your account and navigate to the Cards tab.
- Use the filters to locate the specific card you want to adjust.
- Click on the card to open the side tab displaying the card details
- Hover over the bottom of the tab to find:
⇾ Temporary Spend Limit
Click on the Add button and define the following parameter:
⇾ Spending Limit: The new limit that will be active only for the set time frame.
⇾ Frequency: The interval for the temporary spend limit.
⇾ Start Date: The date the temporary limit will begin.
⇾ End Date: The date the temporary limit will end.
Merchant Category Controls
Merchant Category Controls are an advanced card feature that allows you to restrict card spending to specific types of merchants. These controls are optional and can be configured during the final step of the card creation process or updated at any time from the dashboard.
When setting up Merchant Category Controls, you’ll have three options:
⇾ One-time selection.
⇾ Preset list.
⇾ No category control.
One-time selection
This option allows you to manually choose merchant categories for a single card. You can configure it in two ways:
- Allow category list: Select one or more categories you want to allow. Transactions will only go through for these categories. All other categories will be blocked.
- Block categories: Select one or more categories you want to block. Transactions in these categories will be declined, while all other categories remain open.
After selecting your preference, you will be presented with a list of merchant categories to choose from.
Preset List
If you need to apply the same category restrictions to multiple cards or use them regularly, you can create a preset list. To do this:
⇾ Select an existing preset list, or
⇾ Click + Create New Merchant Category List. You will be prompted to fill out:
-
- Policy Name: Give the list a clear name (e.g., “Travel Policy”).
- Policy Type: Choose the type of policy.
- Categories: Select all the merchant categories that apply.
Example: If you want employees travelling for business to spend only on flights, accommodation, restaurants, and transportation, you could create a Travel Policy that allows:
- Airfare
- Lodging & Accommodations
- Meals & Entertainment
- Transportation Services
This policy can then be applied whenever you issue new cards to employees for travel purposes.
Applying a Preset List to Multiple Cards
To apply an existing preset list to multiple cards:
- Go to Settings → Policies & Approvals → Merchant Category Control Policy.
- Locate the policy you want to apply.
- On the right side, click Bulk Association.
- Select the cards you want to apply the policy to, then save your changes.
The selected policy will now apply to all chosen cards.
Editing Merchant Category Controls
After setting up your preferred merchant category controls, you can review or make changes at any time:
- Go to the Cards tab in your dashboard.
- Select the card you want to update.
- Scroll to the Allowed Merchant Categories section.
- Click Edit.
From here, you can add new categories to expand where the card can be used, change existing selections to adjust the allowed or blocked categories, or remove categories that are no longer needed.
If you encounter any issues or have further questions, please contact our support team.