Corporate cards

Add company cards, import their statements, and match each spend to its expense - or mark it personal - with the card's account kept in your books.

Corporate cards are part of the Professional plan and above. Open Cards in the menu. Finance and admins see every card. A card's holder sees their own cards.

Add a card (Finance, admins)

1. Click + Add a card.
2. Enter its name, for example HDFC Corporate, and the last 4 digits.
3. Choose who uses it.
4. Under Books to, keep A new account for this card. A liability account named "Corporate Card - name" is made in your chart of accounts. Or choose a liability account you already have.

Import a statement (Finance, admins)

1. Download the card statement from your bank as a CSV file. In Excel, a statement can be saved with File > Save As > CSV.
2. On the card, click Import statement and choose the file.
3. Check which column is which: the date, the description, the amount (or the debit and credit columns) and the reference. Check how the dates are written. Most of this is filled in for you.
4. Click Import.

A line already imported (the same date, amount, description and reference) is skipped, so a statement can be imported again safely. Refunds and payments to the card come in as Ignored. Undo on an import removes its lines that are still to claim or ignored.

Each spend that fits exactly one of the holder's expenses is matched by itself. A fit means the same amount, dated within 3 days, and not sent for approval yet.

Claim the spends (the holder)

Lines still to claim are under To claim on the card, and a note on Expenses says how many there are. For each spend:

• Match: choose the expense you already added for it.
• Make expense: choose the category, and the expense is added with the date, merchant and amount from the statement. Add a receipt if your policy asks for one.
• Personal: you used the company card for yourself and owe it back.
• Ignore: for anything that isn't a spend to claim.

Put the matched expenses in a report and send it as usual.

In your books

• An expense paid with a card is paid by the business: nothing is paid back to the person. Its amount stays the one on the statement. To change the amount, Unmatch it on the card first.
• Approving its report credits the card's account: what the business owes the card issuer.
• A personal spend is a journal from the card's account to Employee Advances for the holder. It shows under Advances, so it can be taken off their next report or recorded as given back. See Cash advances.
• Pay the card bill in Accounting with a payment from your bank to the card's account.

Unmatch and Not personal take a line back to To claim, while its expense hasn't been sent for approval.