diff --git a/docs/articles/new-expensify/connect-credit-cards/Configure-Company-Card-Settings.md b/docs/articles/new-expensify/connect-credit-cards/Configure-Company-Card-Settings.md new file mode 100644 index 000000000000..4e93c438c3d5 --- /dev/null +++ b/docs/articles/new-expensify/connect-credit-cards/Configure-Company-Card-Settings.md @@ -0,0 +1,100 @@ +--- +title: Configure Company Card Settings +description: Learn how to manage third-party company card feeds in Expensify, including commercial and direct feeds, accounting exports, and automated eReceipts. +keywords: [New Expensify, company cards, card feed settings, third-party cards, commercial feeds, direct feeds, accounting exports, ereceipts, expense automation, card management, e-receipt, electronic receipt, digital receipt, auto-generated receipt, card admin] +internalScope: Applies to Workspace Admins and Card Admins. Covers how to manage third-party feed settings on the workspace level. Does not cover company card troubleshooting, setup or card assignment. +--- + +# Configure Company Card Settings + +Workspace Admins can manage company card settings, export logic, and eReceipt functionality at the workspace level. Card Admins can manage company card feed settings and assign export accounts to individual cards. This guide outlines how to configure your company card connection, route expenses to accounting systems, and automate receipt handling. + +To set up a direct company credit card feed on a Workspace, see [Direct Feeds](/articles/new-expensify/connect-credit-cards/Direct-feeds). + +To set up a commercial card file feed on a Workspace, see [Commercial Feeds](https://help.expensify.com/articles/new-expensify/connect-credit-cards/Commercial-feeds). + +--- + +## How to configure settings for company card feeds + +1. In the navigation tabs (on the left on web, on the bottom on mobile) navigate to **Workspaces > [Workspace Name]**. +2. Select **Company Cards** and chose the relevant company card feed. +3. Click **Settings**. + +You can manage the following options: + +- **Card feed name** + Update the name of the card feed to help identify it. + + For commercial card feeds, this name also appears on each imported expense. The **Card** row in the expense details shows the card feed name followed by the last four digits of the card, for example **Visa cards - 1234**. + +- **Allow deleting transactions** + Enable this setting to allow cardholders to delete card transactions. + + **Note:** This setting only applies to transactions imported after the setting is enabled. + +- **Assign new cards** (direct feeds only) + Reconnects to your bank to refresh the card list so newly issued cards appear in the assignment UI. + +- **Remove card feed** + Remove the card feed from the workspace and unassign all cards. If the feed is not connected to another workspace, it is permanently deleted. + + **Note:** Removing the feed or unassigning a card deletes all imported expenses in the **Unreported** and **Draft** states. + +![Tap settings to open the card feed settings page]({{site.url}}/assets/images/Direct Feed HelpDot Images/directfeeds_12.png){:width="100%"} + +--- + +## How to export transactions to your accounting system + +If you’ve connected accounting software (like **QuickBooks**, **NetSuite**, or **Xero**), you can export company card expenses either to a **central account** or **individual accounts**. + +## How to export to a central account + +To apply this setting to all card expenses in the workspace: + +1. Go to **Workspaces > [Workspace Name] > Accounting > Connections > Export**. +2. Under **Export company card expenses as**, choose **Central account**. + +## How to export to individual accounts + +To override the central export account per card: + +1. Go to **Workspaces > [Workspace Name] > Company Cards**. +2. Click on an assigned card to open the **Card Details** page. +3. Select a specific **export account** for that card. + +**Note:** If the card is set to Default option, the central export account will be used. + +--- + +## How to use eReceipts with third-party card Feeds + +**eReceipts** are digital receipts that replace paper ones for many USD transactions of $75 or less on commercial and direct card feeds. + +1. Go to **Workspaces > [Workspace Name] > More Features** and toggle on **Rules**. +2. Navigate to the **Rules** section. +3. Enable **eReceipts**. + +**Things to Note:** +- eReceipts are not generated for certain categories, like **lodging**. +- Missing or incorrect category data may prevent eReceipts from being applied. +- Manually re-categorizing an expense can invalidate an existing eReceipt. + +--- + +# FAQ + +## Are commercial and direct card feeds limited by plan? + +Yes, below is a breakdown: +- On the **Collect plan**, you can connect one [commercial](https://help.expensify.com/articles/new-expensify/connect-credit-cards/Commercial-feeds) or [direct feed](https://help.expensify.com/articles/new-expensify/connect-credit-cards/Direct-feeds). +- The **Control plan** supports **unlimited** card connections. +- The [Expensify Card](https://use.expensify.com/company-credit-card) is available on **both plans**. + +## When do direct or commercial feed transactions import? + +Transactions import **after a card is assigned**. Once a purchase **posts** (typically within 1–3 business days), it will appear in the cardholder’s account. + +**Note:** Pending transactions are not imported. + diff --git a/docs/articles/new-expensify/connect-credit-cards/Fix-a-Broken-Company-Card-Feed-Connection.md b/docs/articles/new-expensify/connect-credit-cards/Fix-a-Broken-Company-Card-Feed-Connection.md new file mode 100644 index 000000000000..4958c2282bfe --- /dev/null +++ b/docs/articles/new-expensify/connect-credit-cards/Fix-a-Broken-Company-Card-Feed-Connection.md @@ -0,0 +1,160 @@ +--- +title: Fix a Broken Company Card Feed Connection +description: Learn how to fix a broken company card connection in Expensify so transactions resume importing correctly. +keywords: [fix company card connection, troubleshoot card feed, Expensify card errors, reconnect bank feed, log into your bank, couldn't load this feed, temporary bank issue, can't auto-match receipt] +internalScope: Audience is Workspace Admins. Covers fixing broken company card connections, which feeds can be reconnected in Expensify, resolving connection errors, and recognizing temporary bank issues that resolve on their own. Does not cover CSV imports, missing transactions, or feed monitoring. +--- + +# Fix a Broken Company Card Feed Connection + +When a company card connection breaks, transactions stop importing. Workspace Admins can reconnect the card feed so expenses resume importing. + +--- +## How to know if your company card connection is broken + +Workspace Admins see indicators in Expensify when a company card feed is broken: + +- A notification appears in the **Time Sensitive** section on **Home**. +- Concierge sends a message to the #admins room +- A red dot appears on the card feed with a broken connection message. On a direct (bank-connected or Plaid) feed, the message is “Card feed connection is broken. Please log into your bank so we can establish the connection again.” and **log into your bank** is a link that starts the reconnect. +- An expense with an imported card receipt shows a pending message that the bank connection is broken or needs re-authentication + +These reminders appear while the connection has recently broken. If a company card feed has gone 90 days or more without a successful sync, the **Time Sensitive** notification on **Home** and the red dot on the workspace row stop showing. The “Card feed connection is broken” banner remains on the **Company cards** page for direct (bank-connected) feeds, so a Workspace Admin can still reconnect the feed at any time. + +--- + +## How to fix a broken company card connection + +If your direct (bank-connected or Plaid) company card feed stops working, a Workspace Admin can reconnect it from the workspace. + +1. In the navigation tabs (on the left on web, on the bottom on mobile), go to **Workspaces > [Workspace name]**. +2. Select **Company cards**. +3. Locate the card feed with a red dot indicator and the message “Card feed connection is broken. Please log into your bank so we can establish the connection again.” +4. Select **log into your bank** in that message. +5. Complete the login in the bank window that opens. + +The panel stays open while you log into your bank and closes on its own once the reconnect finishes. + +--- + +## What to do when a company card feed can’t be reconnected in Expensify + +Only direct (bank-connected or Plaid) feeds can be reconnected from Expensify, because those are the only feeds Expensify holds a bank login for. A commercial feed, or a feed you import from a spreadsheet, shows “Your card connection is broken.” with no **log into your bank** link. + +To fix those feeds: + +- For a commercial feed, contact your bank and ask them to resume sending the transaction file for your card program. +- For a feed you import from a spreadsheet, upload a new file containing the missing transactions. + +[Learn how to set up a commercial card feed connection](/articles/new-expensify/connect-credit-cards/Set-up-a-Commercial-Card-Feed-Connection). + +--- + +## How to troubleshoot company card connection errors + +If you see an error while reconnecting, use the guidance below: + +**Error: Too many attempts** + - **What it means:** Your login was attempted too many times in a short period. + - **What to do:** Wait 24 hours before trying again. + +**Error: Invalid credentials / Login failed** + - **What it means**: Your bank login failed authentication. + - **What to do:** Log into your bank directly to confirm the credentials, and check for bank-side maintenance or password resets that may be affecting login. + +**Error: Account setup required** + - **What it means:** Your bank requires an additional step before allowing connections. + - **What to do:** Complete any required actions in your bank’s portal, then try again + +**Error: Direct Connect not enabled** + - **What it means:** Your bank requires Direct Connect to be activated. + - **What to do:** Enable Direct Connect in your bank portal (typically under security or download settings) + +**Error: Account not found / Card number changed** + - **What it means:** The card number changed or the account is no longer active. + - **What to do:** Import the new card using the updated number + +**Error: General connection issue** + - **What it means:** Temporary downtime or maintenance from your bank or connection provider + - **What to do:** Wait and try again later + +**Error: Bank connection needs re-authentication** + - **What it means:** Your bank requires you to re-authenticate the connection before transactions can resume importing. Until you reconnect, affected expenses show a pending message that the bank connection needs re-authentication. + - **What to do:** Go to **Company cards**, select the affected card feed, and follow the prompts to reconnect and restore the connection. + +**Error: Couldn't load this feed** + - **What it means:** Your bank login succeeded, but Expensify couldn’t import the feed’s accounts afterwards. The panel shows “Couldn't load this feed” with the message “Oops... something went wrong and your request could not be completed. Please try again later.” + - **What to do:** Select **Got it** to return to **Company cards**, then start the reconnect again. If it fails again, contact Concierge with the card feed name. + +--- + +## How to recognize a temporary bank issue on a company card expense + +Not every card connection message means the feed is broken. When your bank returns a temporary error, Expensify holds the expense and shows this message on it instead: + +“Can't auto-match receipt due to a temporary bank issue. Please try again later.” + +This message means the bank couldn't be reached right now, not that the card feed needs reconnecting. + +- Do not reconnect the card feed. The connection is still valid. +- No Workspace Admin or member action is required. +- Expensify retries automatically, and the message clears once the transaction imports and matches the receipt. + +Both members and Workspace Admins see this message on the expense and in the expense report header, whether the card is a company card or a personal card. + +If the same expense still shows the message after several days, check the card feed for a “Card feed connection is broken” message and reconnect it using the steps above, or contact Concierge. + +--- + +## What happens after you fix a company card connection + +When a company card connection is fixed, the card feed reconnects to your bank and the red dot error message disappears. + + - The panel closes on its own once the reconnect finishes. + - New transactions begin importing again. + - Any missing transactions during downtime will import automatically. + +If you started assigning a card and the reconnect ran partway through, the panel closes when the feed reconnects instead of returning you to the assignment. Assign the card again from **Company cards** once the red dot clears. + +--- + +## How to connect a company card using an alternative method + +If the company card feed connection continues to fail, you can connect your card using an alternative method. + +Expensify supports connecting company cards through Plaid as a fallback option. [Learn how to set up a direct connection using Plaid](/articles/new-expensify/connect-credit-cards/Set-up-a-Direct-Company-Card-Feed-Connection). + +--- + +# FAQ + +## Why was I notified that my company card feed is broken? + +Workspace Admins are alerted on the Home page and in the #admins room when a card feed stops working so it can be fixed quickly. + +## What do I do if company card expenses are still missing after fixing the feed? + +After fixing the feed, you can update an assigned company card manually from the Company cards list: +1. Click on the company card you want to update +2. Select **Update card** + +## Why does my expense say “Can't auto-match receipt due to a temporary bank issue”? + +Your bank returned a temporary error, so Expensify couldn't pull the card transaction to match against the receipt. The card feed is not broken, so there's nothing to reconnect. Expensify retries automatically and the message clears once the transaction imports. + +## Why doesn’t my broken card feed have a log into your bank link? + +The link only appears on direct (bank-connected or Plaid) feeds. Commercial feeds and feeds imported from a spreadsheet show “Your card connection is broken.” without the link, because Expensify doesn’t hold a bank login for them. Contact your bank for a commercial feed, or upload a new file for a spreadsheet import. + +## Why did the reconnect panel close before I finished assigning a card? + +If a card feed needs reconnecting while you're assigning a card, Expensify sends you to the bank login first and closes the panel once the feed reconnects. Your assignment isn't saved. Go back to **Company cards** and assign the card again. + +## What should I do if the connection still fails after retrying? + +Double-check your bank credentials by logging into your bank, and complete any required steps in your bank portal. If the issue continues, contact Concierge with the cardholder email and last four digits of the card. + +## Why did the Home notification and workspace red dot disappear while the feed is still broken? + +If a company card feed has gone 90 days or more without a successful sync, Expensify stops showing the proactive reminders — the **Time Sensitive** notification on **Home** and the red dot on the workspace row. For direct (bank-connected) feeds, the “Card feed connection is broken” banner stays on the **Company cards** page, so a Workspace Admin can still reconnect the feed and clear the error whenever they're ready. + diff --git a/docs/articles/new-expensify/connect-credit-cards/Import-Company-Card-Transactions-From-a-Spreadsheet.md b/docs/articles/new-expensify/connect-credit-cards/Import-Company-Card-Transactions-From-a-Spreadsheet.md new file mode 100644 index 000000000000..b234fa71bc45 --- /dev/null +++ b/docs/articles/new-expensify/connect-credit-cards/Import-Company-Card-Transactions-From-a-Spreadsheet.md @@ -0,0 +1,177 @@ +--- +title: Import Company Card Transactions From a Spreadsheet +description: Learn how Workspace Admins can upload company card transactions manually from a spreadsheet file. +keywords: [New Expensify, import company card, upload file, import spreadsheet, CSV, TXT, XLS, XLSX, card feed, company card feed, bring your own card, BYOC, csv import, import csv, upload csv, spreadsheet import, import transactions, csv file, excel import, xls import, unique ID, duplicate transactions, duplicate expenses, re-import csv, reupload csv, column mapping, field mapping, map columns, auto-fill mappings, column headers, wrong column mapped, ignore column, different column order] +internalScope: Audience is Workspace Admins. Covers how to import, update, and delete company card CSV feeds, how Expensify auto-fills field mappings from column headers and saved column positions, and mapping Unique ID to avoid duplicate transactions on re-import. Does not cover personal card imports or Plaid connections. +--- + +# Import Company Card Transactions From a Spreadsheet + +If your bank isn't supported by a direct connection, you can still import company card transactions into Expensify using a CSV, TXT, XLS, or XLSX file. This lets you bring your own card (BYOC) and manually upload company card transactions when a direct bank connection is unavailable. + +If your bank does support a direct connection, you can connect your account to automatically import transactions. [Learn how to set up a direct company card feed connection](/articles/new-expensify/connect-credit-cards/Set-up-a-Direct-Company-Card-Feed-Connection). + +--- + +## Who can import company card transactions from a spreadsheet + +Only **Workspace Admins** can import transactions for company cards. + +**Company cards** must be enabled in the workspace before you can import transactions. If you don't see **Company cards**, enable it under **More features > Company cards**. + +--- + +## How to import company card transactions from a spreadsheet + +1. In the navigation tabs (on the left on web, on the bottom on mobile), go to the **Workspaces** and select your workspace. +2. Click **Company cards**. +3. Click **Add cards**. + - If you already have a company card feed set up, click the feed name to see **Add cards**. +4. Choose **Import transactions from file**. +5. Choose the CSV, TXT, XLS, or XLSX file you want to upload. +6. Enter a name for the card feed. +7. Review the field mappings, which Expensify fills in from your file's column headers, and set any that are still **Ignore**. You must map either a **Card number** or a **Card name**, along with **Date**, **Merchant**, **Amount**, and **Currency**. +8. Map **Unique ID** to a column that holds a unique reference for each transaction, if your file has one. +9. Assign cards to users based on the transactions in the file. +10. Click **Import**. + +You must map at least one card-identity column — a **Card number** or a **Card name** — so each transaction can be grouped under a card. + +Expensify reads your file's column headers to fill in the mappings for you, so check them before you continue and correct anything it didn't identify. [Learn how Expensify fills in company card field mappings](#how-expensify-fills-in-company-card-field-mappings). + +**Note:** Download the [CSV template](https://s3-us-west-1.amazonaws.com/concierge-responses-expensify-com/uploads%2F1594908368712-Best+Example+CSV+for+Domains.csv) for an example of the recommended column structure and formatting for company card transaction imports. + +--- + +## How Expensify fills in company card field mappings + +When you upload a file, Expensify pre-selects the field mappings for you so you have less to set by hand: + +1. It reads the header row of the file you just uploaded and matches each header to a field. A header of `Transaction Date` maps to **Date**, `Vendor` maps to **Merchant**, `Posted Amount` maps to **Amount**, and so on. +2. For any field the headers didn't identify, it falls back to the column positions you mapped the last time you uploaded a file to this feed. +3. Any column it can't identify is left as **Ignore** for you to set. + +Because headers are matched first, the mappings stay correct even when your new file orders its columns differently than the last one. Expensify also never pre-selects the same field on two columns, so you won't see the "Oops! You've mapped a single field to multiple columns" error on a file it filled in for you. + +Keep these limits in mind: + +- Matching reads the first row of each column, so it only helps when your file has a header row. If your file starts straight into transaction data, nothing matches a field name and Expensify falls back to the saved column positions. +- **Unique ID** is never filled in for you, even when a header names it. Map it yourself on every upload. +- Header matching is a best guess, not a guarantee. A file whose headers don't resemble the field names leaves more columns on **Ignore**, so always review every mapping before you click **Import**. + +--- + +## How to use Unique ID to prevent duplicate transactions + +**Unique ID** is an optional column mapping that tells Expensify how to recognize a transaction it has already imported. Map it to a column in your file that holds a unique reference for each transaction, such as the bank's own transaction ID or reference number. + +When you map **Unique ID** and later upload a file that repeats some of the same rows, Expensify skips the rows it has already imported and only adds the new ones. This lets you upload overlapping files — for example, a full month-to-date export each week — without creating duplicate expenses. + +If you don't map **Unique ID**, Expensify treats every row in the file as a new transaction. Re-uploading the same file creates a duplicate expense for each row. + +For **Unique ID** to work, the values in that column must be unique within the file and stay the same for the same transaction across uploads. If the column repeats the same value on different transactions, Expensify treats them as the same transaction and skips the later ones. + +Each **Unique ID** value must also be more than 5 characters long. A value of 5 characters or fewer is too short to reliably identify a transaction, so Expensify ignores it and imports the row again every time you re-upload the file. If your file numbers transactions with short values such as `1`, `2`, and `3`, map **Unique ID** to a longer reference column instead. + +You must map **Unique ID** yourself on every import. Unlike the other field mappings, it is never filled in for you. + +--- + +## What happens after you import company card transactions from a spreadsheet + +- Imported transactions appear in the assigned cardholder's account. +- The cardholder can edit, categorize, and submit these expenses on a report. +- A Workspace Admin can upload additional files to update the assigned cards with new transactions. + +--- + +## How to upload additional transactions to an existing card feed + +1. Go to **Workspaces > Company cards**. +2. Select the name of the card feed you want to update. +3. Click **Settings**. +4. Choose **Import spreadsheet**. +5. Choose the CSV, TXT, XLS, or XLSX file you want to upload. +6. Review and confirm the field mappings, and map **Unique ID** again if your file has a unique reference column. +7. Click **Import**. + +**Note:** Field mappings auto-fill to save time — from your new file's column headers first, then from the columns you mapped last time. **Unique ID** is the one exception: it is never restored, so map it again on every upload to keep Expensify from importing duplicate transactions. [Learn how Expensify fills in company card field mappings](#how-expensify-fills-in-company-card-field-mappings). + +--- + +## How to delete a company card CSV feed + +1. Go to **Workspaces > Company cards**. +2. Select the name of the card feed you want to delete. +3. Click **Settings**. +4. Select **Remove card feed**. +5. Confirm deletion. + +**Note:** This removes the card feed and any **Deleted**, **Unreported**, and **Draft** expenses. **Outstanding**, **Approved** and **Paid** expenses are not deleted. [Learn more about expense and report statuses](/articles/new-expensify/reports-and-expenses/Understanding-Report-Statuses-and-Actions#report-statuses). + +--- + +# FAQ + +## What should I do if my file upload fails or results in an error? + +Ensure the file includes the required fields and matches the formatting guidelines. Use Expensify’s [CSV template](https://s3-us-west-1.amazonaws.com/concierge-responses-expensify-com/uploads%2F1594908368712-Best+Example+CSV+for+Domains.csv) for reference. + +## What file formats are supported for company card imports? + +You can upload CSV, TXT, XLS, and XLSX files when importing company card transactions. + +## What columns are required to import company card transactions? + +Your file must include a way to identify each card so transactions can be matched to it — map either a **Card number** column or a **Card name** column. At least one is required, and you can map both. It should also include the following columns: +- Date +- Merchant +- Amount +- Currency (optional but recommended) + +**Unique ID** is optional, but map it whenever your file has a unique reference for each transaction so re-uploading the file doesn't create duplicates. + +## How does matching transactions by card name work? + +Instead of a **Card number**, you can map a **Card name** column, and Expensify groups each transaction under the card identified by that name. After you upload the file, those cards appear as entries you can assign to users — the name doesn't need to match a card you've already assigned. You only need one card-identity column, so map a **Card number** column instead if you'd rather identify cards by number. + +## What happens if I map the same field to two columns? + +You'll see an "Oops!" error telling you a single field is mapped to multiple columns, and you won't be able to proceed until you set one of them back to **Ignore**. Expensify never pre-selects the same field twice, so this only happens on mappings you set yourself. + +## Will my field mappings still be right if my new file has different columns? + +Yes, as long as your file has a header row. Expensify matches your new file's headers to fields before it falls back to the column positions you used last time, so reordered, added, or removed columns no longer push the mappings onto the wrong columns. Headers that don't resemble any field name are left as **Ignore**, so review the mappings before you click **Import**. + +## Why is a column I expected to be filled in showing Ignore? + +Expensify couldn't match that column's header to one of its fields, so it left the column for you to set. This is normal for files with unusual header names, for files with no header row, and for the first upload to a brand-new feed when the headers don't resemble the field names. Pick the correct field from the dropdown and continue. + +## Why am I seeing an "Oops!" error about empty values? + +If you map a required field such as **Date**, **Merchant**, or **Amount** — or the **Card number** or **Card name** column you're using to identify each card — to a column that contains one or more empty cells, you'll see an "Oops!" error and won't be able to continue. Review the column you mapped, fill in any missing values, and then try importing again. + +## Can I change field mappings after importing transactions? + +Yes. When importing new transactions, Expensify suggests mappings from your file's column headers and from your previous mappings, but you can change them as needed. **Unique ID** is the one mapping that is never suggested — set it again each time. + +## Why do I get duplicate expenses when I upload the same file again? + +Expensify only recognizes a repeat transaction when you map **Unique ID**. If you upload a file with no **Unique ID** mapping, every row imports as a new transaction, so overlapping rows become duplicate expenses. Map **Unique ID** to the column that holds each transaction's unique reference and re-import. + +## Why is Unique ID blank when I upload another file to the same feed? + +Expensify deliberately doesn't restore a saved **Unique ID** mapping. The saved mapping can't be told apart from an automatically generated one, so restoring it could point **Unique ID** at the wrong column of your new file and cause valid transactions to be skipped. Map it by hand on each upload. + +## What happens to rows with a blank Unique ID? + +Expensify imports them. A row with an empty **Unique ID** cell gets a generated ID instead, so it always imports and won't be matched against a later upload. + +## Is there a minimum length for Unique ID? + +Yes. A **Unique ID** value must be more than 5 characters long. Expensify ignores any value of 5 characters or fewer because it's too short to reliably identify a transaction, so those rows create duplicates on a re-upload even though **Unique ID** is mapped. Map **Unique ID** to a column with longer references, such as the bank's own transaction ID. + +## Do imported company card transactions sync across web and mobile? + +Yes. Changes made to CSV feeds are reflected across both platforms and also sync with Expensify Classic. + diff --git a/docs/articles/new-expensify/connect-credit-cards/Manage-Personal-Cards.md b/docs/articles/new-expensify/connect-credit-cards/Manage-Personal-Cards.md new file mode 100644 index 000000000000..085be0fe0392 --- /dev/null +++ b/docs/articles/new-expensify/connect-credit-cards/Manage-Personal-Cards.md @@ -0,0 +1,170 @@ +--- +title: Manage Personal Cards +description: Learn how to view, manage, and fix broken connections for personal credit cards in New Expensify. +keywords: [New Expensify, personal cards, Wallet, reimbursable, credit card import, Expensify Classic, cards, card details, broken connection, fix card, card connection broken for 30 days, remove card] +internalScope: Audience is members with personal credit cards already connected to their account. Covers viewing and managing existing personal cards in the Wallet, including reimbursable settings and fixing broken card connections. Does not cover connecting new personal cards or company card programs. +--- + +# Manage Personal Cards + +Expensify lets you manage your personal credit cards in one place using **Wallet**. From there, you can review card details, track spending, and use transactions for expense reporting. + +If you don’t have a card connected yet, [learn how to connect a personal card](/articles/new-expensify/connect-credit-cards/Connect-Personal-Cards). + +--- + +## Who can manage personal cards + +Anyone with a personal credit card connected to their Expensify account can manage it in **Wallet**. + +--- + +## How to view personal cards in Wallet + +1. Click the navigation tabs (on the left on web, on the bottom on mobile), then select **Account > Wallet**. +2. Under **Cards**: + - Personal cards will appear in the **Personal** section. + - You'll see the card name, bank icon, and last 4 digits. + +If you have both company and personal cards, you'll see them separated into **Company cards** and **Personal cards** sections. + +![Tap a personal card to open card details]({{site.url}}/assets/images/ExpensifyHelp-FixPersonalCards.png){:width="100%"} + +--- + +## What you can manage on a personal card in Wallet + +You can manage the following settings for a personal card: + +- Rename the card with a custom nickname +- Turn on **Mark transactions as reimbursable** for imported transactions +- View the last successful transaction import +- Update the transaction start date for imports +- View imported transactions from the card +- Manually refresh the card to import recent transactions +- Fix connection issues if the card stops syncing +- Remove the card from your account + +--- + +## How to update personal card settings + +1. Click the navigation tabs (on the left on web, on the bottom on mobile), then select **Account > Wallet**. +2. Under **Cards**, select a personal card. +3. On the **Card details** page, you can: + - Rename the card + - Update the card to pull in new transactions (if not CSV-imported) + - Unassign the card if it's no longer needed + - Toggle **Mark transactions as reimbursable** to mark future transactions as reimbursable. + +**Note:** Removing a personal card permanently deletes any unreported expenses or expenses on draft reports from that card. + +![Update personal card settings from the card details page]({{site.url}}/assets/images/personal-card-02.png){:width="100%"} + +--- + +## Why a personal card connection can break + +A personal card connection can break when your bank can no longer authenticate your account. Common causes include: + +- Your bank login credentials changed (e.g., you updated your password). +- Your bank requires additional verification (e.g., multi-factor authentication expired). +- Your bank revoked access to the third-party connection. +- A temporary outage at your bank disrupted the connection. + +When a connection breaks, Expensify can no longer import new transactions from that card. + +--- + +## How to know when a personal card connection is broken + +When a personal card connection breaks, you'll see: + +- A notification in the **Time Sensitive** section on **Home**. +- A red dot indicator on **Wallet** in the navigation tabs. +- A red dot indicator on the card in **Wallet** leading to the error. + +Concierge also sends you a message in your Concierge chat when the connection breaks. + +These reminders appear while the connection has recently broken. If a personal card has gone 90 days or more without a successful sync, the **Time Sensitive** notification on **Home** and the red dot on **Wallet** in the navigation tabs stop showing. The card still appears in **Wallet** with its red dot, and you can select it and choose **Fix card** to restore the connection at any time. + + + + +--- + +## What the 30-day broken personal card connection reminder means + +If a personal card connection is still broken 30 days after it first stopped working, Concierge sends you a follow-up message in your Concierge chat. The message names the card and gives you two choices: + +- Log into your bank to restore the connection. +- Remove the card if you no longer use it. + +The message links to the **Card details** page for that card, where you can choose **Fix card** to reconnect it or **Remove card** to delete it from your account. Submitted expenses stay in Expensify if you remove the card. + +You only receive this reminder once per broken card, and only if the connection is still broken on day 30. + +--- + +## How to fix a broken personal card connection + +1. In the navigation tabs (on the left on web, on the bottom on mobile) navigate to **Account > Wallet**. +2. Under **Cards**, select the card with the broken connection. +3. Choose **Fix card**. +4. Log into your bank when prompted to re-authenticate the connection. + +If logging into your bank doesn't resolve the issue, tap **Update card** to attempt a manual refresh. + +--- + +## How the broken connection violation works + +When you have a broken personal card connection, Expensify adds a **broken connection** violation to receipt-scanned cash expenses across all of your workspaces. This violation holds those expenses back in case they need to be merged with card transactions once the connection is fixed. + +To resolve the violation, fix the broken card connection by following the steps above. The violation is automatically removed from affected expenses once the connection is restored. + +You can tap the hyperlinked text in the violation to go directly to the **Card details** page in **Wallet** where you can fix the connection. + +--- + +# FAQ + + +## Can I change the reimbursable setting for past transactions? + +No. Changes to the reimbursable setting only apply to transactions imported after the change. + +## Can I set the transaction start date to a future date? + +Yes. The **Transaction start date** can be set to a past or future date. If you choose a future date, Expensify begins importing transactions for the card from that date onward. + +## Why don't I see my personal card in the Wallet? + +Personal cards appear in the Wallet only if they were previously connected to your account in Expensify Classic. If your card doesn't show up, it means it wasn't connected before and isn't available to manage yet. + +## Why do I see a broken connection violation on my expenses? + +When a personal card connection breaks, Expensify adds a broken connection violation to receipt-scanned cash expenses. This holds them back in case they need to merge with card transactions once the connection is restored. Fix the card connection to remove the violation automatically. + +## When is the broken connection error removed? + +The broken connection error is automatically removed when any of the following occurs: + +- Logging into your bank successfully re-authenticates the connection. +- Tapping Update card successfully refreshes the card. +- Expensify's daily automatic card refresh succeeds. + +## Why did Concierge message me again about my card after 30 days? + +Concierge sends a second message when a personal card connection has been broken for 30 days. It's a reminder that transactions still aren't importing, and it lets you either log into your bank to fix the card or remove it if you no longer use it. + +## Will I lose expenses if I remove a broken personal card? + +No. Expenses that have already been submitted stay in Expensify. Removing the card permanently deletes any unreported expenses or expenses on draft reports from that card. + +## Why did the broken connection reminders disappear while the card still shows an error? + +If a personal card has gone 90 days or more without a successful sync, Expensify stops showing the proactive reminders — the **Time Sensitive** notification on **Home** and the red dot on **Wallet** in the navigation tabs. The card itself still appears in **Wallet** with a red dot, so you can select it and choose **Fix card** to reconnect it whenever you're ready. diff --git a/docs/articles/new-expensify/connect-credit-cards/Set-up-a-Direct-Company-Card-Feed-Connection.md b/docs/articles/new-expensify/connect-credit-cards/Set-up-a-Direct-Company-Card-Feed-Connection.md new file mode 100644 index 000000000000..96cd56092b2f --- /dev/null +++ b/docs/articles/new-expensify/connect-credit-cards/Set-up-a-Direct-Company-Card-Feed-Connection.md @@ -0,0 +1,102 @@ +--- +title: Set up a Direct Company Card Feed Connection +description: Learn how to connect company credit cards using a direct bank connection or Plaid to import transactions and assign company card. +keywords: [New Expensify, set up direct company card feed, connect company cards Expensify, direct feed Expensify, Plaid company cards] +internalScope: Audience is Workspace Admins. Covers connecting a company card feed using direct feed or Plaid. Does not cover assigning cards, managing cards, or troubleshooting feeds. +--- + +# Set up a Direct Company Card Feed Connection + +Setting up a direct company card feed connection allows you to automatically import card transactions into Expensify. + +You can connect company cards using a direct connection with your bank, or through Plaid, depending on your bank and country. If your bank isn't supported, you can also [learn how to import company card transactions from a spreadsheet](/articles/new-expensify/connect-credit-cards/Import-Company-Card-Transactions-From-a-Spreadsheet). + +--- + +## Who can set up a direct company card feed connection + +Any Workspace Admin can set up a direct company card feed connection. + + - On the **Collect** plan, you can add one company card feed. + - On the **Control** plan, you can add unlimited company card feeds. + +[Learn about the different plan types available in Expensify.](/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Compare-Collect-and-Control-Plans) + +--- + +## How to set up a direct company card feed connection + +1. Click the navigation tabs (on the left on web, on the bottom on mobile) and select **Workspaces > [Workspace name]**. +2. Choose **Company cards** to view your company’s card setup page. + - If you don't see **Company cards**, enable the feature under **More features > Company cards**. +3. Click **Add cards** to set up your first connection. + - If you don't see **Add cards**, click on your existing company card feed connection then **Add cards**. +4. Select the country your bank is located in and select **Next**. +5. Choose **Direct feed** and select **Next**. +6. Choose your bank from the list, or select **Other** to see additional banks supported by Plaid. + + +![Click add cards to add a card feed]({{site.url}}/assets/images/Direct Feed HelpDot Images/directfeeds_01.png){:width="100%"} + +--- + +## What happens after you set up a direct company card feed connection + + - Cards with recent expenses will appear as a list and can be assigned to Workspace members. + - After a card is assigned, posted transactions import into the assigned member's account automatically as expenses. + +[Learn how to assign company cards](/articles/new-expensify/connect-credit-cards/Assign-Company-Cards). + +--- + +## What bank requirements affect company card connections + +Some banks have specific requirements for successful connections: + + - **Chase:** Password must be 8–32 characters + - **Wells Fargo:** Password must be under 14 characters + - **SVB:** Enable Direct Connect and use a Direct Connect PIN instead of your online banking password + +--- + +# FAQ + +## Why don't newly issued cards appear in the assignment list? + +Direct feeds cache the card list when first connected. If your bank issues new cards after the initial setup, they won't appear automatically. To refresh the card list: + +1. Go to **Workspaces > [Workspace Name] > Company cards**. +2. Click **Settings** in the top-right corner. +3. Click **Assign new cards**. +4. Complete the bank re-authentication to pull the latest cards from your bank. + +New cards will then be available for assignment. + +## How do I fix a broken company card feed connection? + +If your company card feed is broken, you can fix it from the **Time sensitive** section on **Home**. Click **Fix** to restore the connection. [Learn how to fix a broken company card feed connection](/articles/new-expensify/connect-credit-cards/Fix-a-broken-Company-Card-Feed-Connection). + +## Can I connect the same company card account across different workspaces? + +Yes, direct company card feeds can be shared across workspaces. [Learn how to add an existing company card feed connection to a workspace](/articles/new-expensify/connect-credit-cards/Share-a-Company-Card-Connection-Across-Workspaces). + +## Can I import debit card transactions? + +Yes, debit card transactions can be imported by following the same steps for setting up a direct company card feed connection. + +This is especially helpful in the EU, where open banking rules often block access to credit card data via aggregators. Debit cards are fully supported under these regulations. + +## How can I check if my bank is supported? + +Below are examples of banks that support direct company card feeds. This is not a complete list: + +- American Express +- Bank of America +- Brex +- Capital One +- Chase +- Citibank +- Stripe +- Wells Fargo +- Plaid enables connections with hundreds of additional banks across the U.S., Canada, and Europe. Check the [Plaid coverage page for US/Canada](https://plaid.com/docs/institutions/) or [Plaid coverage page for UK/Europe](https://plaid.com/docs/institutions/europe/) to see if your bank is supported. + diff --git a/docs/articles/new-expensify/connect-credit-cards/connect-company-cards/Import-Company-Card-Transactions-From-a-Spreadsheet.md b/docs/articles/new-expensify/connect-credit-cards/connect-company-cards/Import-Company-Card-Transactions-From-a-Spreadsheet.md index 3e5d3a8db1d3..06b7fa6f82df 100644 --- a/docs/articles/new-expensify/connect-credit-cards/connect-company-cards/Import-Company-Card-Transactions-From-a-Spreadsheet.md +++ b/docs/articles/new-expensify/connect-credit-cards/connect-company-cards/Import-Company-Card-Transactions-From-a-Spreadsheet.md @@ -29,18 +29,28 @@ Only workspace admins can import transactions for company cards. 3. Select **Add cards**. - If you don’t see **Add cards**, select your existing company card connection, then select **Add cards**. 4. Choose the country your bank is located in and select **Next**. -5. Choose **Import transactions from file**. -6. Enter a company card layout name and select **Save**. Then select **Next**. -7. Select **Choose file** to choose the CSV, TXT, XLS, or XLSX file you want to upload. -8. Choose which fields to map to your spreadsheet columns by selecting **Card number** or a **Card name**, along with **Date**, **Merchant**, **Amount**, and **Currency** from the list. -9. Map **Unique ID** to a column that holds a unique reference for each transaction, if your file has one. -10. Select **Import**. +5. Select **Import transactions from file**, then select **Next**. +6. Select **Company card layout name**. +7. Enter a name for the card feed on the page that opens. +8. Select **Save**. +9. Select **Next**. +10. Select **Choose file** and choose the CSV, TXT, XLS, or XLSX file containing the transactions you want to import. +11. Map the transaction fields. You must map: + - Either **Card number** or **Card name** + - **Date** + - **Merchant** + - **Amount** + - **Currency** +12. Map **Unique ID** to a column that holds a unique reference for each transaction, if your file has one. +13. Select **Import**. You must map at least one card-identity column — a **Card number** or a **Card name** — so each transaction can be grouped under a card. -**Note:** Download the [CSV template](https://s3-us-west-1.amazonaws.com/concierge-responses-expensify-com/uploads%2F1594908368712-Best+Example+CSV+for+Domains.csv) for an example of the recommended column structure and formatting for company card transaction imports. +**Note:** Select **Download our template** on the **Import transactions from file** step to download an example CSV with the recommended columns and formatting for company card transaction imports. -![Company Cards page with Add cards highlighted]({{site.url}}/assets/images/company-cards-add-cards.png){:width="100%"} +![Company cards page with Add cards highlighted]({{site.url}}/assets/images/Companycards_add_cards.png){:width="100%"} + +![Company cards import options with file import highlighted]({{site.url}}/assets/images/Companycards_file_import.png){:width="100%"} --- @@ -101,7 +111,7 @@ You must map **Unique ID** yourself on every import. Unlike the other field mapp ## What should I do if my spreadsheet file upload fails or results in an error? -Ensure the file includes the required fields and matches the formatting guidelines. Use Expensify’s [CSV template](https://s3-us-west-1.amazonaws.com/concierge-responses-expensify-com/uploads%2F1594908368712-Best+Example+CSV+for+Domains.csv) for reference. +Ensure the file includes the required fields and matches the formatting guidelines. Select **Download our template** on the **Import transactions from file** step for an example of the recommended structure and formatting. ## What spreadsheet file formats are supported for company card imports? @@ -113,13 +123,13 @@ Your file must include a way to identify each card so transactions can be matche - Date - Merchant - Amount -- Currency (optional but recommended) +- Currency **Unique ID** is optional, but map it whenever your file has a unique reference for each transaction so re-uploading the file doesn't create duplicates. ## How does matching transactions by card name work? -Instead of a **Card number**, you can map a **Card name** column, and Expensify groups each transaction under the card identified by that name. After you upload the file, those cards appear as entries you can assign to users — the name doesn't need to match a card you've already assigned. You only need one card-identity column, so map a **Card number** column instead if you'd rather identify cards by number. +Instead of a **Card number**, you can map a **Card name** column, and Expensify groups each transaction under the card identified by that name. After you upload the file, those cards appear as entries you can assign to workspace members — the name doesn't need to match a card you've already assigned. You only need one card-identity column, so map a **Card number** column instead if you'd rather identify cards by number. ## What happens if I map the same spreadsheet file column twice? diff --git a/docs/assets/images/Companycards_add_cards.png b/docs/assets/images/Companycards_add_cards.png new file mode 100644 index 000000000000..cd221e48c821 Binary files /dev/null and b/docs/assets/images/Companycards_add_cards.png differ diff --git a/docs/assets/images/Companycards_file_import.png b/docs/assets/images/Companycards_file_import.png new file mode 100644 index 000000000000..b203b881368f Binary files /dev/null and b/docs/assets/images/Companycards_file_import.png differ