This article covers:
- What is the Company Cards feature?
- Importing Corporate Cards in Domain Control
- Assigning Company and Commercial Cards
- Managing and Updating Company Cards
- View Total Amount Spent and All Transactions on a Particular Card
- Card Settings
- Company Card Expenses in Employees' Accounts
- Exporting Corporate Card Transactions to Specific Credit/Debit Accounts in your Accounting System
- Automatic Statement Reporting
- The Loading Dock: Reconciling Company Cards and Travel Summary
What is the Company Cards feature?
Domain Admins can centrally manage and assign each company card to their respective holder with this feature enabled. Employees' company card expenses will import into their personal Expensify account, and admins will see these reported transactions as soon as they are on a report on the company policy (note: admins cannot see these expenses if they're not placed on a report on the company policy). Better yet, when receipts are SmartScanned, they will automatically match with the corresponding card transaction (once the transaction has posted from the bank)!
Importing Corporate Cards in Domain Control
Central company card administration is only available on the Corporate policy.
Admins also must have Domain Control enabled. Once this is all set up, you can seamlessly manage your organization’s cards from Admin tab in Expensify by going to Admin > Domain Control > [select your domain] > Company Cards.
For centrally managed business, corporate, or commercial cards, simply click Import Card/Bank, select your bank provider and input the master administrative login credentials. You will then be able to assign accounts to employees and set a start date for the expenses you'd like to appear in their account (note: most banks only provide a certain amount of historical data, averaging 30-60 days in the past).
Employees cannot import these transactions by choosing a bank/card at Account Settings > Credit Card Import. Instead, employees are assigned commercial cards by their company’s Expensify domain administrator.
If you don't see your bank in the list, are having trouble connecting, or use commercial cards, you will want to pursue a direct commercial feed instead (this is actually our most recommended option, it just takes a little more effort to set up!). See below for what you'll need to do depending on card type!
In order to make sure you get your Visa feed up and running as quick as possible, we’ve put together a step-by-step guide for the process.
- If you have not already upgraded to the Corporate plan and set up Domain Control in your Expensify account, please do this now. You will need to complete both of these steps before you can assign your commercial cards to individual users. Click here to learn how to upgrade and set up Domain Control.
- Contact your banking relationship manager and request that your VCF feed be sent directly to Expensify. Feel free to share this information with them: "There is now a check box in your bank's Visa Subscription Management that they, or their BPS team, can simply click on to enable the feed. This now eliminates the need for a test file because Visa already has agreements in place with those 3rd parties to which they deliver the files."
- Please let us and your bank know the date from which you would like the transactions imported. For example, if you would like transactions to come into Expensify from July 1 onward, the bank will need to know that.
- Please request that your bank send us the "feed filename" OR the following information (found in Visa Subscription Management) directly to help@expensify in an unencrypted fashion, either CCing you or naming your domain name.
- Processor ID
- Financial Institution ID
- Company ID
- Feed start date
- Your domain
Once we’ve confirmed the feed is live, you will be able to go to Admin > Domain Control > Company Cards to add user cards by assigning the last 4 digits of the card to the user’s email address. In some cases, you may need to click on Update before the import will begin.
These are the steps you'll need to follow for a MasterCard feed:
- If you have not already upgraded to the Corporate plan and setup Domain Control in your Expensify account, please do this now. You will need to complete both of these steps before you can assign your commercial cards to individual users. Click here to learn how to upgrade and set up Domain Control.
- Contact your banking relationship manager and request that your CDF feed be sent directly to Expensify in the MasterCard SmartData Portal. Please request that they send the following file type: CDF version 3 Release 11.01. Please also specify the date of the earliest transactions you require in the feed.
- The bank will initiate delivery of the feed by finding Expensify in MasterCard's online portal. Once this is done, the bank will send you an email containing the distribution ID. Please forward this email along to Expensify.
- We will enable the feed on your account once we receive it from MasterCard. We cannot do this if you have not completed step 1.
- Then, we will instruct you to go to Admin > Domain Control > Company Cards to add user cards by assigning the last 4 digits of the card to the user’s email address. In some cases, you may need to click on Update before the import will begin.
To begin the process, we’ll need you to fill out Amex's required forms via HelloSign (click this link to begin: https://www.hellosign.com/s/63209785). Once you've filled these out, we're sent a copy that we automatically forward to Amex for you. Once you're finished on HelloSign, all you need to do is sit back and wait for further word from us! Or Amex--if they need more information from you, they'll contact you directly.
Please note that the Control Account Number will be a 15 digit number, which begins in 37 if the cards are US cards. It should be your Master or Basic Control Account number with Amex (if you have multiple BCAs under the same MCA, it’s best to use the MCA for the feed) — this is NOT a credit card number. You may need to contact American Express for your Control Account Numbers if you are unfamiliar with them. If you have a Small Business account, chances are you are not eligible for a feed and will need to use the baked-in Amex Business connection.
Generally, once we’ve submitted these files to American Express it take an average of 2 weeks for them to process and send us the data file.
Once we receive the file, we'll add it to your Expensify account. When the file is added to your Expensify domain, from Domain Control (you will need to have this enabled in your Expensify account; learn how to do this here), you can assign cards to their respective user by going to Admin > Domain Control > Company Cards, clicking Assign New Cards, entering the user email and associated card number, and clicking ‘Assign’.
If you're having trouble with any of this, feel free to email us at firstname.lastname@example.org first. Please include information about what card type (i.e., Visa, MasterCard, Amex) you have in your email.
Assigning Company and Commercial Cards
Once the company card has been connected in Domain Control, the Domain Admin will then have the option to assign each company card to the respective card holder. Please note that you cannot add one card to two accounts.
If you have multiple card feeds, you can select the correct feed here in the Company Card section:
Then, simply input the email address of your employee associated with their respective card number and click the Assign New Cards button.
On the right-hand side of the credit card drop-down you will see a field for the transaction start date. This is the date that will mark the first date in which you'd like to start importing the card's transactions. Any transactions that were posted prior to this date will not be imported into Expensify. This field is optional. If you do not make a selection, it will default to the earliest available transactions from the card. Note: We can only import data for the time period the bank is releasing to us. It's not possible to override the start date the bank has provided via this tool.
Please note that if no transactions have posted on this card since you connected it to Expensify, then these card numbers will not appear in the dropdown menu. You will be able to assign the full card number to the employee if you have access to it--just type it in the box!
Once assigned, you will see each employee associated with their card:
If you're using NetSuite, Xero, Intacct, Quickbooks Desktop, or QuickBooks Online, you can also use the settings cog to the right of the card to connect the card to a credit card account a specific credit card account. (Find out more about exporting company card transactions below.)
Managing and Updating Company Cards
To update an individual card, click the settings cog to the right of that cardholder and click Update. To update all cards at once, click Update All Cards.
If a company card holder leaves the company, simply click the settings cog and Unassign the card. You will then be able to reassign it if needed.
Click Refresh Account List if there are any new company cards under this account.
View Total Amount Spent and All Transactions on a Particular Card
Want to check out how much a particular cardholder spent during a specific timeframe? Enter the date range here, then Calculate to get those details.
Click the View button to the right to see all the transactions for this card, even if they have not been reported!
Under the Settings tab, you can change the card settings.
Reimbursable and Billable Options
Here you can control the reimbursable and billable options for your employees' company card transactions.
- Forcing "yes" for reimbursable will mark the expense as reimbursable (i.e. payable back to the employee) and the employee will not be able to change this.
- Forcing "no" will mark the expense as non-reimbursable (i.e. not payable back to the employee).
- "Do not force" will default to non-billable or non-reimbursable, but will allow employees the ability to change options if needed.
- The Corporate option will not allow employees to remove their company card expenses from the automatic report.
- The Personal option will allow them to remove their personal expenses. This applies only to transactions imported after this setting is saved. To provide flexibility while in the first months of setting this feature up, we recommend sticking with the default of "personal liability."
For Statement Reporting that will help group card expenses according to your bank's statement dates, check out our Automatic Statement Reporting guide.
Company Cards Expenses in Employees' Accounts
After a company card has been assigned to an employee’s account, the company card expenses will populate daily under the assigned employee's Expenses feed (just as reimbursable expenses would). All Company Card transactions will have a credit card symbol with a lock over them (rather than a cash symbol, for cash expenses). Please keep in mind that company card transactions cannot be deleted.
When importing commercial card transactions under Amex (GL1025) feeds, we will filter out and not show the payment received transactions for paying off your Amex cards.
Exporting Corporate Card Transactions to Specific Credit/Debit Accounts in your Accounting System
Our QuickBooks Online, Quickbooks Desktop, Xero, Intacct, and NetSuite integrations include the ability to export your company card transactions from Expensify directly to the specific company cards set up in your accounting system. Here, we’ll go over how you can connect the company cards to accounts and perform an export.
Before you get started, you'll need to:
- Have set up company cards in QuickBooks Online, Quickbooks Desktop, Xero, Intacct, or NetSuite
- Have connected QuickBooks Online, Quickbooks Desktop, Xero, Intacct, or NetSuite to Expensify and have configured non-reimbursable expenses to export to credit card (for QuickBooks Online or Desktop) or to export to to Journal Entries or both Expense Reports and Journal Entries (for NetSuite)
- Have a corporate policy
- Have enabled Domain Control and have imported a company card feed
- Be a Domain Admin to link the cards, and to export these expenses to QuickBooks Online, Quickbooks Desktop, Xero, or NetSuite
Linking your company cards in Expensify to credit card accounts in QuickBooks Online, Quickbooks Desktop, NetSuite, Xero, or Intacct.
Do you need to link cards to different accounts in your accounting system?
- First, sync your QuickBooks Online, Quickbooks Desktop, Xero, Intacct, or NetSuite connection.
- Go to Domain Control and into the Company Cards section.
- Find the card that you want to associate with the credit card account in your accounting system.
- Using the cog on the right-hand side of the page, select the corresponding credit card account.
Exporting company card charges from Expensify to credit card accounts in QuickBooks Online, Quickbooks Desktop, Xero, or NetSuite
Once you’ve linked the cards in Expensify with the credit card account, exporting is as easy as ever. Just select the reports that you want to export, then click Export to and
then select your accounting system
Just a reminder: To export non-reimbursable expenses to specific credit card accounts, you’ll need to be a Domain Admin in Expensify. Exporting to your directly connected accounting system as a non-Domain Admin will result in the expenses being assigned to the default credit card account (assigned in the configuration window for your connection) as defined in the expense policy.
Automatic Statement Reporting
You have the ability to auto-create reports for all company card transactions in a given statement period by enabling the Automatic Statement Reporting feature. This function automatically places all expenses in a given period onto a report so your employees don't have to, and emails them a reminder when their expenses are due!
The Loading Dock: Reconciling Company Cards and Travel Summary
Meet your analytic assistant - Loading Dock. See exactly what's going on in your expense reporting world! To get to this section, click Admin > Domain Control > [domain name] > Loading Dock.
- To gain access to Loading Dock reports you must be on our Corporate plan and have Domain Control enabled; and for access to reconciliation reports you must import your company credit card feed.
- Reconciliation reports can only be run for cards that have been assigned to an employee's email account via domain control. If the card is available in the dropdown menu on the Company Cards page of Domain Control, but hasn't been assigned, it will not appear in the reconciliation report. You also will not be able to run a reconciliation report for any card that was imported via an employee's personal settings in their own account.
- Only one domain member can generate one loading dock report at a time.
- Information on reports will not automatically update if any changes to expenses are made. Rerun the report by clicking the green ‘Rerun’ for the most up to date version of the report.
Company Card Reconciliation Reports
Reconciliation allows you to run reports of all domain users’ credit card transactions imported from your corporate or commercial card feed. Reconciliation reports are great for seeing any outstanding expenses that still need submitting as well as those that have already been submitted.
When generating a reconciliation report, you will be presented with a few options:
- From and To: These fields allow you to select the date range (based on posted date) across which you wish to run reconciliation.
- Report Type: This field allows you to choose whether you want to see all expenses or just unreported expenses in the reconciliation report.All Expenses will show you every expense that has been incurred on a corporate card. This includes both expenses that are on expense reports as well as expenses that have yet to be attached to expense reports.Unreported Expenses only shows expenses that have yet to be attached to expense reports.
- Click here to download sample reconciliation report.
Columns to pay special attention to in the reconciliation report:
- Expense Status: This will be either reported or unreported. This status simply reflects if the expense is on a report or not on a report.
- Original Amount: This column will show the original amount of the expense as reported by the bank.
- Modified Amount: This column will show the modified amount of the expense, if there is any.
- Split: This column will indicate if an expense was split to create smaller/individual expenses.
- Report Name: Name of the report that that particular expense line is associated with.
- Report Status: Status of the report. Open means that it has yet to be submitted. Processing means that it has been submitted and is awaiting approval. Approved means that it has been final approved. Reimbursed means the report associated with the expense has been reimbursed, but does not specifically apply to the expense itself.
Want to recap your company travel? We have a report for that! This report will show you the flight, hotel, and other itinerary items for each trip an employee has uploaded to our system. If a report is associated with the trip, you'll see the report name and status just under the booking name.
When generating a travel summary report, you will be presented with date range options:
- From and To: These fields allow you to select the date range (based on booking date) for your summary.