Next User Type: Admin
As an admin, you can create a virtual card that is not tied to a budget. Potential use cases for custom-limit cards include vendor-specific expenses, operating expense outside of a budget structure, or standalone spend categories with a fixed target (e.g., ad spend).
A custom-limit virtual card can either have its own custom spend target or you can allow it to spend from all available funds in your credit limit. Once a spend target is reached, you can determine if all overspend is allowed, overspend is allowed up to a specific buffer, or if every transaction is declined.
There are three steps when creating a custom-limit virtual card; each is its own screen.
Create a custom-limit virtual card from a web browser
Step 1: Enter card details
In the Navigation Menu, select Cards
Select Create virtual card
Select Custom limit
In the Card name field, enter a name for your virtual card (we recommend something that helps you easily identify the card, such as the use-case, e.g. ‘software card’)
In the Purpose field, enter details that describe how and when to use the card
In the Spend target field, enter a target spending amount for the card
Note: If you do not set a spend target, spending on the card is limit to the total available funds in your credit line.
Open the Frequency drop-down menu to select when the spend target resets
Select to reset the target monthly, quarterly, or yearly or select a one-time target that won't reset once the limit is reached
From the If the spend target is reached section, select one of the following options:
Send alerts: Admins and budget owners are notified that the spend target has been reached. Members can continue spending from the budget.
Decline charges: Once the spend target is reached, all other transactions are declined. Admins and budget owners cannot assign funds over the spend target.
If you select the Decline charges option, you can enter an amount of allowed overspend in the Overspend buffer field
In the Card holder/card manager drop-down menu, select a card holder for the card
In the Additional card managers section, add any other users you want to view and edit the card
Note: Additional users can view transactions, attach receipts, freeze the card, and see some card details like limit, remaining balance, and transactions. They won’t see the full card number.
Enter an optional expiration date for the card in the Date field
Select Next
Step 2: You will then be taken to a screen to set up Account Fields – note that Department and Category fields are required – a preview of what spenders will see will render to the right of this area.
To select which options display for a field, select Edit
View the options for the accounting field
Select the options you want to display for the card:
To display all options for the field, select Select All
Select options to add or remove options individually
Any selected options display a Checkmark icon
Select Save
Repeat steps 2-4 for any additional accounting fields
Select Next
Step 3: Select which policies apply to the card:
Open the Transaction approvals menu to select a policy that includes a transaction approval flow
Open the Receipt requirements menu to select a policy that determines which transactions require receipts
Open the Merchant category restrictions menu to select a policy that allows or blocks transactions based on merchant categories
Open the Transactions limit menu to select a policy that sets a maximum transaction limit for the card
Create custom-limit virtual card from the mobile app
Enter card details
In the Navigation Bar, tap Virtual cards
If the Virtual cards icon is not in your Navigation Bar, tap More, then tap Virtual cards
Tap + Virtual card
Tap custom-limit
In the Card name field, enter a name for your virtual card
Note: The card name is usually something that helps you easily identify the card, such as the vendor's name
In the Purpose field, enter details that describe how and when to use the card
In the Spend target field, enter a target spending amount for the card
Note: If you do not set a spend target, spending on the card is limit to the total available funds in your credit line.
Open the Frequency drop-down menu to select when the spend target resets
Select to reset the target monthly, quarterly, or yearly or select a one-time target that won't reset once the limit is reached
In the What should happen when the spend target is reached? section, select one of the following options:
Allow overspend: All transactions that surpass the spend target limit are allowed. Admins receive a notification for all transactions that surpass the spend target limit.
Allow a fixed amount of overspend: Enter an amount that exceeds the spend target limit that can be spent before transactions are declined. Admins receive a notification for all transactions that surpass the spend target limit. If you select this option, enter the amount that can be overspent in the Overspend amount field.
Decline overspend: Once the spend target is reached, all other transactions are declined.
In the Card holder drop-down menu, select a card holder for the card
In the Additional users section, add any other users you want to view and edit the card
Note: Additional users can view transactions, attach receipts, freeze the card, and see some card details like limit, remaining balance, and transactions. They won’t see the full card number.
To automatically delete the card on a specific date, tap Set an auto-delete date
In the Auto-delete date field, select the date the card will be automatically deleted
Tap Next
Set up accounting fields
View all accounting fields for your account
To select which options display for a field, tap the menu for the field
View the options for the accounting field
Select the options you want to display for the card:
To display all options for the field, select Select All
Select options to add or remove options individually
Any selected options display a Checkmark icon
Tap Done
Repeat steps 2-4 for any additional accounting fields
Tap Next
Add additional controls
Select when users are required to add receipts:
To never require receipts on transactions, select Never
To require receipts on all transactions, select Always
To require receipts for transactions above a certain amount, select By transaction amount
Enter the amount in the Amount field
If you selected the Always or By transaction amount options, you can also allow missing receipts
To allow users to indicate that their receipt is lost, missing, or unavailable, tap Allow missing receipts
To restrict spending to include or exclude certain merchant categories, tap Restrict spending by vendor category
In the Restriction type menu, select if you want to block or allow categories:
To decline transactions from all selected categories, select Block categories
To only allow transactions from the categories you select, select Allow categories
Tap the Blocked categories or Allowed categories menu
Select the categories that are either allowed or blocked from transactions
Tap Done
To decline transactions over a specific amount, select Restrict single transactions by amount
Enter the maximum transaction amount in the Max limit field
Note: Any transactions over the maximum limit will be declined
Tap Create card
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