Covered in this article:
Overview
Prerequisites
Set up a Visa VCF
Set up a MasterCard CDF
Set up an American Express GL1025

Additional resources:
Set up a direct bank connection
Card settings
Assign company cards
Report and submit expenses
Export expenses
Reconcile expenses
Card troubleshooting

Overview

Expensify is the perfect tool to manage your company cards. What you can do (compared to individual employees importing card(s) via their Account Settings):

  • Import and assign cards from a central location as a Domain Admin
  • Populate expenses directly to the cardholder’s Expensify account, where they will code and add receipts before the report is submitted for approval and export. SmartScanned receipts will automatically merge with imported card expenses.
  • Use the brilliant Reconciliation Dashboard at the end of the month to match your statement and accounting system to Expensify.

Commercial card feed: If you have a corporate or commercial card account then you may be able to access a daily transaction feed where expenses are sent to Expensify by Visa, MasterCard, and American Express.  Contact your banking relationship manager to see if your card program is eligible.

If your card program is not eligible for a commercial card feed then you may be able to use one of our direct bank connections.

Prerequisites

Set up a Visa feed (VCF)

These are the steps you'll need to follow for a Visa feed:

  1. Contact your banking relationship manager and request that your VCF (Variant Call Format) feed be sent directly to Expensify. Feel free to share this information with them: "There is a check box in your bank's Visa Subscription Management portal that they, or their BPS team, can select to enable the feed. This means there is no need for a test file because Visa already has agreements in place with 3rd parties who receive the files."
  2. Please let your bank (and us) 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. 
  3. Please ask your bank to send the "feed filename" OR the following information (found in Visa Subscription Management) to help@expensify in an unencrypted fashion, either CCing you or specifying your company's domain (e.g. 123company.com)
  • Processor ID
  • Financial Institution ID
  • Company ID
  • Feed start date
  • Your domain 

We will connect the feed once we receive these details and notify you when the feed is enabled.  Once the feed is enabled you can:

Set up a MasterCard feed (CDF)

These are the steps you'll need to follow for a MasterCard feed:

  1. Contact your banking relationship manager and request that your CDF (Common Data File) feed be sent directly to Expensify in the MasterCard SmartData Portal (file type: CDF version 3 Release 11.01). Please also specify the date of the earliest transactions you require in the feed. 
  2. 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 connect the feed once we receive the file details and notify you when the feed is enabled.  Once the feed is enabled you can:

Set up an American Express feed (GL1025)

NOTE: If you have a Small Business or Triumph account, you may not be eligible for a commercial card feed and will instead need to use the direct bank connection for American Express Business. 

To begin the process, you'll need to fill out Amex's required forms and send them on over to Amex so they can get started processing your feed. You can download the forms here, and below are important instructions for how to fill them out (if a field isn't listed here, you don't have to worry about it!):

PAGE 1

  • Corporation Name = the legal name of your company on file with American Express
  • Corporation Address = the legal address of your company
  • Requested Feed Start Date = the date from which you want transactional data to start feeding into Expensify. If you'd like historical data be sure to date back as far as you'd prefer. You must put this date in an international date format (i.e., DD/MM/YY or spelled out January 1, 1900) to ensure the correct date.
  • Requestor Contact = the name of the individual party completing the request
  • Email address = the email address of the individual party completing the request
  • Control Account Number = the master or basic control account number corresponding to the cards you'd like to be on the feed. Please note this will not be a credit card number. If you're unsure of the correct control account number, please contact Amex.

PAGE 2

  • No information required

PAGE 3

  • Client Registered Name = the legal name of your company on file with American Express
  • Master Control Account or Basic Control Account = same as from page 1; the master or basic control account number corresponding to the cards you'd like to be on the feed. Please note this will not be a credit card number. If you're unsure of the correct control account number, please contact Amex.

PAGE 4

  • Country List = the name of the country in which the account for which you're requesting a feed originates
  • Client Authorization = please complete your full first and last name, job title, and date (note, put this date in an international date format--i.e., DD/MM/YY). Sign in the area provided.

Once you've completed the forms, send them over to
electronictransmissionsteam@aexp.com and indicate you're wanting to set up a commercial feed for your company. You should receive a confirmation message from them within a day or two with contact and tracking information. 

While you're waiting for Amex, make sure to set up Domain Control if you haven't already--it's required in order for us to be able to add the feed to your account!

Once the feed is completed, Amex will send you what's called a Production Letter. This will have the feed information in it, which I'll need you to send our way. But please try not to forward directly--instead, you can send us the Delivery File Name in your own email or even on an existing thread! It will look something like this:

  • R123456_B123456789_GL1025_001_$DATE$$TIME$_$SEQ$

And that's it! We promise it sounds a lot more complicated than it is, and the reliability of a direct feed is well worth it!

Once the feed is enabled you can:

Still looking for answers? Search our Community for more help!


For a live overview of reporting, reconciling and managing company cards, register for our free
Company Cards Administration webinar

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