• Pay at a gas station

  Sometimes, after filling up at a gas station, you may notice that the amount displayed on Spendesk is higher than what you actually paid. For example, you might see 150 GBP instead of 68 GBP. Don’t worry – this is completely normal! Here’s why it happens: When you use your card at an automatic gas station, the merchant performs a check to ensure that your card has sufficient funds. This check is called an authorization request. Since the gas station’s system cannot predict how much you wiWenig Leser

• Order physical cards

  As a Requester, you will need to ask your Account Administrators (i.e the Account Owner or an Administrator) to order a physical card in your name. As an Administrator/Account owner, to order a physical card, head over to the Cards > Physical cards tab. Spendesk does not charge you for individual physical cards, nor their delivery. Select Order a new card. Fill in the name of the member. Choose a budget to add to the card. This budget needs to be > 0. You can alsoWenig Leser

• Card blocked after 3 attempts with a wrong PIN code

  If you've mistakenly entered the wrong PIN for your Spendesk card 3 times, your card will be blocked. Here's a guide on what to do next. Employees - Steps to Follow Contact your administrator Inform your Administrator or Account Owner. They will assist you in ordering a new card. Unfortunately, once blocked due to a PIN error, the card cannot be unblocked and must be replaced. Receive and activate your new card Once the new card arrives, you will need to activate it.Wenig Leser

• Understanding Valid Receipts

  When making a payment with a virtual or physical card, or when requesting a reimbursement, you are required to attach a receipt to your purchase on Spendesk. This is a legal requirement for accounting and tax purposes. It’s important to note: Credit card statements, trip or ride details, order forms, and purchase orders are not valid receipts. A valid receipt is a document provided by the merchant as proof of your purchase of goods or services. It must include the following informatioWenig Leser

• Physical cards and Approval policies

  Account Administrators (Account Owner or Administrator) have set up your approval policy. You can find yours in "My profile". Your approval policy applies to one or several payment methods, depending on your approval policy. For more information about approval policies, please follow this link. How your approval policy applies to your physical card Let's take this example. A Requester has an approvaWenig Leser

• Use your physical card abroad

  You can use your Spendesk card anywhere VISA is accepted, including when traveling abroad. Before you travel, ensure that you have topped up your card, as internet connectivity may be limited in some locations. If you're unable to top up while abroad, you may face difficulties using your card. Security Information Our cards are equipped with security features to ensure safe usage. We recommend always inserting your card into a connected payment terminal and entering your PIN code for addedWenig Leser

• Can I lend / transfer my physical card to a coworker?

  Unfortunately, it is not possible to transfer your card to a colleague, as each physical card is specifically issued to the cardholder. Lending your card is also not recommended. Both virtual and physical cards are linked to individual user accounts, which means that all transactions will appear in Spendesk under the cardholder's name. This can make it difficult to transfer receipts later on. This system has been put in place to ensure that Account Owners and Controllers, includingWenig Leser

• Blocking and canceling your card

  Temporarily Block Your Card On desktop or mobile, go to the My Card tab. Click on Block. This will pause your card, and it will be unavailable for use while it's blocked. Any remaining balance on the card will be automatically transferred back to your company's account and won't be blocked on the card. To unblock your card, click on the button again. Permanently Cancel Your Card On desktop or mobile, go to the My Card page. Click on Block. ClickWenig Leser

• You need a new card

  You don't have a card yet As a Requester To receive a physical card, you will need to request it from your Account Administrators (the Account Owner or an Administrator). For security reasons, ensure that your request is made via the email address linked to your Spendesk account, or use the Spendesk platform by logging in with your registered credentials. This ensures only authorized users can initiate card requests. As an Administrator To order a physical card on behalf of a **RequWenig Leser

• Activate your physical card

  Activating your Spendesk card is quick and can be done via either the desktop web interface or the mobile app. This guide provides step-by-step instructions and troubleshooting tips to ensure a smooth activation process. Spendesk will never share PIN codes via email. Your PIN code can only be seen in app or from desktop. Activating Your Spendesk Card Via Spendesk Web (Desktop): Log in to your Spendesk account. Navigate to the Card tab. Click on *I received my cardWenig Leser

• Pay with a physical card

  You have four ways to make payments with your Spendesk card. Here's how you can start using it. Physical Payments In Europe Before using contactless payment, activate your card with your PIN. You have the following options: Insert your card into the POS terminal and enter your PIN. Alternatively, place your card near the contactless sign on the POS terminal to make a contactless payment (the limit is 50 EUR per transaction). Don't forget to add your receipt to the Spendesk paymenWenig Leser

• Retrieve/Reset your PIN code

  European cards You can retrieve your PIN code at any time on our European cards by logging in to Spendesk.com or on our mobile app and going to the Card tab: On desktop, you can request your PIN to be sent to your phone by text message. On the mobile app, you can simply choose to show your PIN Code. Good to know: On these cards, it's not possible to change the pin code. **If you are aWenig Leser

• Requesters - Get to know your card settings!

  To spend responsibly, your Admin has defined spending limits on your card. Check out your card settings on Spendesk at any time. Go to your Card tab (or, for Admins that are also Requesters, go to Avatar > Physical card). Go to Your card setup. Check out your authorizations (cash withdrawal / online payment). Check out your period of use. Check out your Spending categories limitations. Your card information is also available on our mobile app. Tip: As usual, ifWenig Leser

• Renew your Spendesk physical card

  Our physical cards are valid for 3 years. Three months before the expiry date, you can order a new card directly on desktop or mobile. Follow these steps: Go to the “Cards” tab (or Avatar > My Physical card for Admins), click on the button “Confirm my order”. Check your phone number and shipping address. Click on “Order new card”. Once you have received your card (5-21 days later) go back to the “Cards” tab and click on the button "I received my card". YouWenig Leser

• Top Up Your Card: A Step-by-Step Guide

  If you’ve reached your monthly budget limit or need to make a purchase that exceeds your predefined budget, you can request a top-up for your card. Approval policies apply to both virtual cards and physical cards. For Requesters: How to Top Up Your Card Navigate to the Cards tab on the desktop version of Spendesk (or use the "Add money" option on the mobile app). Click on Top up. Enter the required amount. Provide a short explanation of why you need the top-uWenig Leser

• Set up 'advanced' control on spending - Physical Cards

  Keep control on your card spendings and avoid inappropriate use by setting up Advanced Settings on your cards. Add control to your spendings With More Control on Cards - Advanced (available only on some billing plans) it's not only possible to control the budget, but also to pre-select which categories of spendings are allowed on a card and on what day of the week the card can be used. Administrators/Controllers, this new feature will : Enable finance/administratWenig Leser

• Card shipping - Available countries

  US-based accounts On US-based accounts, the cards can be shipped anywhere. European accounts On European accounts, it depends on the type of card. SFS cards (Spendesk Financial services) : This includes: Austria Finland Latvia Portugal Belgium France Liechtenstein Romania Bulgaria Germany Lithuania Slovakia Croatia Greece Luxembourg Slovenia Cyprus Hungary Malta Spain | Czech Republic | Iceland | The NetWenig Leser

• Set up control on spending - Physical Cards

  As an Administrator or Account owner, set up some control settings on the company's physical cards. Dedicated control settings As an Admin or Account owner, you can choose to set up your company's physical cards' options with the following, during the card's order, or after it's been activated in the Cards tab. The starting budget That's the amount that you choose to load (just once) when you order the cWenig Leser

• Activate cash withdrawal on cards

  You can use your Spendesk physical cards to withdraw cash at ATMs. Please keep in mind that you will need to add receipts for any cash purchases related to these withdrawals, directly in Spendesk, under the corresponding payment line. For example, if you withdraw 400 GBP and make 2 payments of 150 GBP and 1 payment of 100 GBP, you must add at least 3 receipts on Spendesk for the 400 GBP withdrawal. Cash Withdrawals Activate Cash Withdrawals Before using the cash withdrawal feature, contWenig Leser

• What to Do If You Haven’t Received Your Card

  Physical cards typically take a few days to be delivered. If you haven’t received your card within 3 weeks, please follow these steps. Verify the Delivery Address: Check with the Administrator or Account Owner to confirm the delivery address provided when the card was ordered. Ensure it includes all necessary details such as floor, apartment number, or stairs if it’s being delivered to a home. Check the Order Date: Confirm the date the card was ordered. **Cancel and ReordWenig Leser

• Cancel a physical card's order

  If you've made a mistake in the delivery details or are unsure about needing a card you've ordered, you can cancel the card order under specific circumstances. 1. If You Have 'Account Owner' or 'Admin' Rights If you're an Account Owner or Admin, follow these steps to cancel your card order: Go to the Cards tab. Select the card you've ordered. Click on "Mark as lost / unused / damaged / stolen." If necessary, click on "Order a new card" to get a replacement. 2. If YoWenig Leser

• Your card is lost/stolen/damaged

  Whether your card is lost, stolen, or just damaged, follow these simple steps to secure your account and get back on track. Step 1: block your card Steps to take to block card on mobile app Open the Spendesk App: Begin by launching the Spendesk app on your phone. Navigate to Your Card Settings: Go to More > My Card. Temporarily Block Your Card: Tap on Block my card. This action will pause your card immediately, but you have the flexibility to unblock it aWenig Leser

• Manage physical cards' budget

  There are three ways to fund and manage the budget for a Spendesk physical card, whether you are an Administrator (or Account Owner) or a user. 1. Define a Monthly Budget As an Administrator or Account Owner, you can set up a monthly budget when ordering the card or after it has been activated. To access and edit the monthly budget, go to the Cards tab. Admins and Account Owners have visibility into all company cards. Requesters can view and manage only their own caWenig Leser