Link company cards to users

🔄 How it works

Step	What happens	Who
1	Consent is sent to the bank	You
2	The bank activates the connection and starts sending transaction data	The bank
3	The cardholder makes a first purchase with the card	The cardholder
4	The card shows in Expense and is imported to the right user	The administrator
5	The transactions show for the user	Expense

👉 Applies to: administrators. If you have Nordea cards, also read Activate new OpenCard cards.

✅ Before you import

🏦 The consent has been sent and approved by the bank. See Send consent to the bank for company cards
👤 The user exists in Expense. See Step 4: Add and invite users
💳 The user has the Card User permission
🛒 The cardholder has made a first purchase. Only then does the bank send data and the card shows in Expense

⚙️ Import the card to the right user

Go to Administrate > Cards. You can also click the blue To Do banner.
Check that the name on the card matches the right user.
Click Import next to the card, or Import all to import several cards at once.

✅ The card is linked and the transactions start showing for the user.

📊 What happens after the import?

💳 The card is linked to the user
📊 The card transactions show in Expense under To report
📧 The user automatically gets an email saying that transactions have been imported. It is not a welcome email and does not replace the invitation
📷 The user can match receipts and report the purchases

🔁 The card is linked to the wrong user

If a card has been imported to the wrong user, you cannot change it yourself. Contact Expense Support, who will move the card to the right user.

⚠️ The card can only be moved once the card invoice has arrived. So check the name on the card carefully before you import.

🛠️ Common problems

Problem	What to do
The card does not show in Expense	Check that the consent is approved and that a purchase has been made with the card
The card is linked to the wrong user	Check the card name before importing. If it is already wrong, contact support. The card can be moved once the card invoice has arrived
No import button shows	Check the blue To Do banner and whether the card is already imported

👤 For cardholders

How users handle their card transactions and receipts is described in Company card: manage receipts and transactions. Feel free to share the link with new cardholders.

🎥 Watch the video

💡 Tips for the best result

✅ Turn on Card User as soon as you add the user
🛒 Ask all cardholders to make a first purchase as soon as the card is active
📊 Check the To Do banner every day when you get started
🔄 Import new cards as soon as new users get cards
📱 Ask users to download the app and take a photo of the receipt right at the purchase

❓ Frequently asked questions (FAQ)

Do I have to connect the card to the bank myself?
No, the bank activates the connection. You only import the card to the right user in Expense.

Why does a purchase have to be made first?
The card only shows in Expense once the bank has sent transaction data, and that happens after the first purchase.

Can I import several cards at once?
Yes, click Import all.

Does the user get an email when the card is linked?
Yes, the system automatically sends an email saying that transactions have been imported. It is not a welcome email. You send the invitation to Expense yourself.

Can a user have several company cards?
Yes, depending on your setup and card provider.

Can I move a card to another user myself?
No, contact Expense Support. The card can only be moved once the card invoice has arrived.

✅ Summary

🏦 The bank connects the card once the consent is approved
🛒 A first purchase is needed before the card shows
⚙️ You import the card to the right user under Administrate > Cards
📧 The user automatically gets an email about imported transactions