Ongoing card transactions from the bank

💳 What are ongoing transaction deliveries?

Before, many card transactions only became visible in Expense when the bank created the card invoice. Now they are delivered continuously:

📥 The purchase normally shows in Expense within 1–2 days
📷 The receipt can be added right away
📊 The accounting can be done throughout the billing period
✅ The expense report is more or less ready when the invoice arrives

👉 Applies to: administrators for company cards, Corporate Liability Private Cards (FUP) and Corporate Cards with Individual Invoicing (FiF). The deliveries are automatic and need no settings. Users find their routine in the user article Handle card transactions as they arrive.

🔄 How the flow works

When	What happens in Expense
The purchase is made	The user takes a photo of the receipt or emails it in. It is saved in the receipt archive.
The transaction is delivered	The transaction is imported, the user gets a notification and can add the receipt and do the accounting.
The card invoice is created	The invoice is delivered to Expense and the user gets a notification.
The expense report is submitted	If all purchases are already handled, the expense report can be submitted right away.

🏷️ Non-billed expense reports

If the transactions arrive before the card invoice has been created, the expense report gets a temporary name:

Non-billed: [year] [month] Nr: [number], for example Non-billed: 2026 Oct Nr: 1

When the invoice is delivered, the expense report is renamed to the invoice number. It then has the same reference as the card invoice.

📋 Company cards and FUP or FiF cards

FUP = Corporate Liability Private Cards. FiF = Corporate Cards with Individual Invoicing.

	Company cards	FUP and FiF cards
Receipts and accounting	Continuously	Continuously
Submit the expense report	When the card invoice has arrived	Continuously during the billing period
Reimbursement to the user	–	Faster, without waiting for the invoice

👉 With bank payments in Expense, approved expenses can be paid out directly. See Payment file to the bank – BGC, ISO 20022 and SUS.

🔍 Filter on non-billed and invoice number

Go to Accounting > List All.
Filter on Non-billed to see expense reports without an invoice yet, on the invoice number to see the expense reports for a specific invoice, or choose Show all.

✅ You see right away which expense reports are ready to handle.

⏸️ Want to keep your current way of working?

That is fine. If you want users to wait until the invoice has arrived:

📢 Tell users about your internal routines
📄 Let them submit the expense report after the invoice has been delivered

✅ Expense supports both ways of working.

👤 For users

How users take photos of receipts, add them and submit their expense reports continuously is described in the user article Handle card transactions as they arrive. Feel free to share the link when you tell users about your routine.

💶 Integration fee for Entercard

Entercard charges an annual fee for the integration with Expense, according to the consent signed at activation. The fee was not charged during 2025 because of technical problems at Entercard, but it resumes with the daily transaction deliveries.

✅ You do not need to do anything in Expense
💳 The fee is invoiced directly by Entercard, not by Expense by Acubiz
📧 Questions about the fee: business.card@entercard.se

⚡ Benefits

⚡ Transactions show earlier and expense reports are prepared continuously
📷 Better receipt quality and fewer lost receipts
📊 The work is spread over the month instead of piling up at month-end
✅ More complete expense reports and faster approval

💡 Tips for the best result

📷 Encourage users to add receipts as soon as the transactions show
🔍 Use the Non-billed and invoice number filters to keep track
🏦 Combine with bank payments for faster reimbursement
🔄 Review your internal routines

❓ Frequently asked questions (FAQ)

Do we need to activate anything?
No, the deliveries arrive automatically and cost nothing extra in Expense.

Does the user have to wait for the invoice before doing the accounting?
No, the transactions can be handled as soon as they have been delivered to Expense.

Can FUP and FiF card expense reports be submitted continuously?
Yes, users can submit their expense reports during the current billing period.

What does Non-billed on an expense report mean?
That the bank has not created the card invoice yet.

How quickly does a purchase show in Expense?
Normally within 1–2 days, depending on the bank.

Is Entercard's integration fee invoiced by Expense by Acubiz?
No, the fee is handled and invoiced directly by Entercard.

✅ Summary

💳 Card transactions are delivered continuously from our bank partners
📷 Receipts and accounting are handled right after the purchase
🏷️ Non-billed expense reports get a temporary name until the invoice arrives
🔍 Filter on Non-billed or invoice number in List All
✅ No settings needed