About card transactions

Who can view transactions?

Card Admins can view all cardholders' transactions (Side menu → Company Cards → Card Transactions) as well as their own cards and transactions. 

Cardholders only see their own cards and their own transactions

Transaction types

When using company cards, you may see several types of transaction; shown under the merchant’s name in the transactions list (on the card’s detail page):

• Card payment: A purchase made with the card. Shows the merchant name, amount, date/time, and status (pending or complete).

• Card refund: A merchant refunds money back to the card. Displays as a credit with the refund date.

• Card credit: A credit adjustment added by the card provider.

• Card Payment – Declined: An attempted transaction that was rejected. No funds were taken.

• Card Reversal: A previously authorised transaction that was later cancelled by the merchant or network. Reversals won’t appear as spend, but may show in the audit history.

Some transactions may also display:

• FX details: If the transaction involved currency conversion, the converted amount and exchange rate are shown under the original transaction.

• Receipts: Where required, you may see a Status column indicating whether a receipt is missing or uploaded.

About the card transactions process – pending vs. complete

Card payments usually happen in two stages:

1. Pending

   • When the card details are submitted e.g. on a website to pay for something, the merchant checks with the card network if funds are available.

   • An authorisation places a temporary hold on the amount and reserves the funds – the account will not be able to use these funds for anything else until the card authorisation has ‘complete’.

   • Status shows as Pending.

2. Complete

   • The merchant finalises the payment, and funds are taken.

   • The transaction status updates to Complete.

   • Settlement may take a few days depending on the merchant.

Other outcomes:

• Expired authorisation: If the merchant doesn’t settle within a time window, the authorisation expires and the hold is released.

• Reversal: The merchant cancels an authorisation before settlement, removing the hold.

What is the Card Collateral Account and why might I need one?

Card collateral is a deposit we may ask you to provide as a safety buffer when using Cards. It helps protect against potential card-related losses or settlement delays, such as chargebacks, reversed chargebacks, offline transactions, or card fraud.

Once you've signed up for Cards, we’ll let you know if collateral is required before we can enable Cards for your account. If it is, we’ll confirm the amount and provide details on how to make the payment. Please note that Cards may not be available until the deposit has been received and cleared.