Corporate Expense Cards
Integrate Stripe Issuing for automated expense card management
The Expense Cards module integrates with Stripe Issuing to create corporate expense cards for employees, automatically create expenses when using cards, control spending limits, and track transactions in real-time.
With physical and virtual cards, this module helps businesses fully automate the expense process, transparently and tightly control employee spending.
Key Benefits
Key points
• Full automation: Spending automatically becomes expenses, no manual entry needed
• Tight control: Spending limits and policies per employee
• Transparency: Track all transactions in real-time
• Convenience: Employees don't need to create expenses manually, no advances needed
• Security: Lock/unlock cards instantly, control spending categories
Expense Card Terminology
| Fields | Trường dữ liệu | Description |
|---|---|---|
| Expense Card | Thẻ chi phí | Corporate card for employees |
| Cardholder | Người giữ thẻ | Employee issued the card |
| Top-up | Nạp tiền | Add funds to Stripe account |
| Spending Limit | Hạn mức chi tiêu | Spending amount limit |
| Authorization | Ủy quyền | Transaction confirmation |
| Transaction | Giao dịch | Card usage instance |
| Physical Card | Thẻ vật lý | Plastic card sent by mail |
| Virtual Card | Thẻ ảo | Digital card for online use |
Card States
| Fields | Trường dữ liệu | Description |
|---|---|---|
| Draft | Nháp | Card being created |
| Pending | Đang chờ | Processing card creation |
| Inactive | Chưa kích hoạt | Card not yet activated |
| Active | Đang hoạt động | Card can be used |
| Blocked | Đã khóa | Card is blocked |
Initial Configuration
Before use, need to configure Stripe Issuing connection and set up spending policies.
Steps
1. Connect Stripe: Go to Settings → Accounting → Stripe Issuing, enter Stripe API Key and Currency
2. Create Journal: Go to Accounting → Configuration → Journals, create new journal with Type: Bank, Source: Stripe Issuing
3. Configure policies: Go to Settings → Expenses → Expense Cards, set default limits, allowed categories, approval rules
Creating Cards for Employees
Two ways to create expense cards for employees: from employee profile or from Expense Cards menu.
Steps
1. From employee profile: Go to Employees → Employees, open profile, click Create Expense Card
2. From menu: Go to Expenses → Expense Cards → Create
3. Choose card type: Physical or Virtual
4. Fill information: Cardholder (auto), Spending Limit, Delivery Address (if Physical)
5. Click Create Card to create
Card Types
Physical vs Virtual Card Comparison
| Feature | Physical Card | Virtual Card |
|---|---|---|
| Form | Plastic card sent by mail | Digital card available instantly |
| Usage | Stores, ATMs, online | Online payments only |
| Delivery time | 5-10 business days | Instant |
| Activation | Requires activation upon receipt | No activation needed |
| View details | Printed on card | View in system |
Tracking Card Status
States and Actions
| State | Meaning | Action |
|---|---|---|
| Draft | Being created | Complete information |
| Pending | Processing | Wait for Stripe to create card |
| Inactive | Not activated | Activate card |
| Active | Operating | Can be used |
| Blocked | Blocked | Unblock or cancel |
Activating Physical Card
When employee receives physical card by mail, need to activate before use.
Steps
1. Employee receives email notification card has been sent
2. Go to My Profile → Expense Cards
3. Select card to activate
4. Enter activation code (from email or SMS)
5. Click Activate to activate card
Viewing Card Information
Key points
• Physical card: Card number, CVV, Expiry Date printed on card
• Virtual card: Go to My Profile → Expense Cards, select card, click View Card Details to see card number, CVV, expiry date
• Security: Card information encrypted and only shown to cardholder
Using Expense Cards
Employees use cards like regular credit cards, transactions automatically create expenses in system.
Key points
• Online payment: Enter card information, transaction auto-authorized, expense auto-created
• Store payment: Swipe/tap physical card, enter PIN if needed, expense auto-created
• Auto-create expense: Each transaction automatically creates expense with full information (amount, date, description)
• No manual entry: Employees don't need to create expenses, just verify and confirm
Declined Transactions
Cards may decline transactions in the following cases:
Key points
• Exceeds spending limit: Transaction exceeds configured spending limit
• Category not allowed: Spending for category not in allowed categories
• Insufficient balance: Stripe account doesn't have enough funds (need top-up)
• Card blocked: Card in Blocked state
Card Top-up
For cards to work, need to add funds to Stripe Issuing account.
Key points
• Track balance: View current balance in Expense Cards dashboard
• Low balance alert: System automatically alerts when balance below threshold
• Top-up history: View top-up history in Top-up History
Steps
1. Go to Expenses → Expense Cards → Top-up
2. Enter amount to add
3. Choose payment method (Bank Transfer, Credit Card)
4. Confirm and complete payment
5. Balance updates in a few minutes
Tracking Spending
Key points
• Dashboard: View total spending, spending by employee, by category
• Real-time transactions: Each transaction displays immediately in system
• Spending reports: Export spending reports by month, quarter, year
• Trend analysis: Detect unusual spending, increasing/decreasing trends
• Alerts: Alert when exceeding limits, unusual spending
Workflow
Complete workflow from card creation to expense payment:
Steps
1. HR/Finance creates card for employee with appropriate limit
2. Employee receives and activates card (if physical card)
3. Employee uses card for company expenses
4. Transaction automatically creates expense in system
5. Employee verifies and confirms expense (if needed)
6. Manager approves expense as usual
7. Accountant posts and pays
Card Management
Key points
• Block card: Block immediately if card lost or fraud suspected
• Unblock card: Unblock when card found or confirmed safe
• Cancel card: Permanently cancel when employee leaves or no longer needed
• Change limit: Adjust spending limit as needed
• View history: View all card transactions
Practical Usage Tips
Key points
• Set reasonable limits: Based on employee position and spending needs
• Use virtual cards for online spending: Safer, no worry about losing card
• Monitor spending regularly: Detect unusual spending early
• Train employees: Guide how to use cards according to policy
• Block card when suspicious: Prevent fraud, block first ask later
• Top-up sufficient balance: Ensure always enough funds for daily spending
Security and Control
Key points
• Spending limits: Control maximum amount per transaction or per month
• Allowed categories: Only allow spending for specific categories
• Instant lock/unlock: Control cards in real-time
• Transaction tracking: All transactions recorded and tracked
• Automatic alerts: Alert when unusual transactions occur
Requirements and Limitations
Key points
• Requires Stripe Issuing account: Need to register and verify with Stripe
• Service fees: Stripe charges fees for card issuance and usage
• Geographic limitations: Depends on country and Stripe policies
• KYC requirements: Need to verify employee identity per regulations