Manage card invoices for company cards

💳 How it fits together

Part	Accounted for	Effect on the clearing account
The card invoice from the bank	In accounts payable, against the clearing account	The invoice total is added to the account
The expense reports in Expense	At export, with cost and VAT against the clearing account	Each purchase is deducted from the account
When everything is accounted for	–	The account balances to zero

👉 Applies to: administrators and finance managers in companies with company cards.

⚙️ Set up the clearing account in Expense

Decide which account in your accounting will be the clearing account for company cards.
Add the same account to the chart of accounts in Expense.
Go to Administrate > Settings and select the account in the clearing account field (Accountcoding).

✅ The card transactions in Expense are now accounted for against the same account as the invoice.

🔄 How it works each month

The card invoice arrives. Record it in accounts payable against the clearing account. A consolidated invoice for all cards means less work.
Users do their expense reports. They add receipts, do the accounting for their purchases and submit their expense reports in Expense.
Approval and final approval. The expense reports are approved according to your approval flow and then given final approval by the administrator.
Export. Export the expense reports to accounting. See Step 6: Export expense reports to accounting.
Reconcile. When all purchases have been exported, the clearing account should be zero. A balance shows that something is missing.

💡 You do not have to wait for all expense reports. Export what is ready and let the rest follow later. The balance on the clearing account shows what is left.

🔍 If the clearing account does not balance

📋 Check which expense reports have not been submitted or exported
🏷️ Filter on Non-billed to see purchases that are not on an invoice yet, or on the invoice number to see which purchases belong to a specific invoice. See Ongoing card transactions from the bank
📨 Remind users who still have purchases to report

💡 Tips for the best result

✅ Use a consolidated invoice from the bank
📊 Have a separate clearing account just for company cards
📎 Make sure all purchases are reported with a receipt
🔄 Export continuously, not just at month-end

❓ Frequently asked questions (FAQ)

What is a clearing account?
An account used as an intermediate step. The invoice is added to the account and the purchases in Expense are deducted, so the account balances to zero when everything is accounted for.

Do I have to wait for all expense reports before I export?
No, export what is ready. The rest is accounted for when it comes in.

Why should we use a consolidated invoice?
You get one invoice for all cards instead of one per card.

What does it mean if the account is not zero?
That some purchases have not been reported or exported yet.

✅ Summary

💳 The card invoice and Expense are accounted for against the same clearing account
📤 Export the expense reports continuously
📊 When everything is accounted for, the account balances to zero
🔍 A balance shows what is missing