Quickstart: Accounts Payable and Company Cards

This guide covers everything you need to get up and running. Work through each section in order – start by funding your account, then set up the products your team will use.

Get set up

Step 1: Fund your eMoney wallet

Connect your bank account and make an authorised transfer into your Modulr eMoney wallet from your bank (you can do this without leaving Modulr). You'll need funds in your wallet before you can make invoice payments or use company cards.

Step 2: Connect your accounting software

Go to Company → Integrations and connect your accounting software. Modulr AP supports Xero, QuickBooks and other platforms. Once connected, invoices, receipts and payments will sync automatically.

Step 3: Invite your team

Go to Company → Team members → Invite to add new users. Enter their email address and assign them a role.

For a full list of roles and permissions, visit the roles and permissions page.

Step 4: Create approval rules

Go to Company → Approval Rules to configure specific approval workflows for invoices, credit notes, orders and payment runs. Approval rules can be set up in a multi-stage approach, routing invoices to specific individuals or groups based on factors such as the supplier or the invoice amount.

Accounts payable – pay your first invoice

Modulr AP offers accounts payable automation and payments, bringing your invoice management and approval workflows in one place. Create and submit invoices, manage approval workflows, and pay suppliers directly from your eMoney wallet. Everything syncs automatically with your accounting software, giving your team full visibility over spending without the manual admin.

Step 1: Upload or create an invoice

Select Add Docs in the top left corner and select a file (e.g. a PDF or image of the invoice) to upload, or create an invoice manually. We'll extract the info and match the invoice to any existing suppliers.

Step 2: Completing the invoice's information

Once the invoice is imported, review and edit the details we've extracted. Assign the correct supplier (if it's not already been assigned), confirm the amount and due date, apply the correct tax codes, and check that all line items are accurate. Once complete, submit.

Step 3: Approval

If approval rules are configured, the relevant approvers will receive an email asking them to review the invoice. Each approver must sign in and approve before the invoice progresses.

Step 4: Pay the invoice

Once fully approved the invoice can be paid. Payment is made from your eMoney wallet. The invoice will then appear as paid in Payables (in the side menu). If you're connected to Xero or QuickBooks, the invoice will sync to your accounting software.

Company cards – create your first virtual card

Virtual company cards let you create Visa virtual cards for yourself and your team members, ready to use instantly for online supplier payments and subscriptions. Set your own spend controls including lifetime and single transaction limits, and freeze or unfreeze cards at any time. All transactions sync automatically with your accounting software, keeping your spending visible and reconciled without the manual work.

Step 1: Accept terms and conditions

Before creating your first card, you will be prompted to accept the terms and conditions for company cards (select 'Company Cards' in the side menu). This only needs to be done once.

Step 2: Create a card

Once accepted, create a card for yourself or for another team member. Go to Company cards → Cards and Select Create. Enter the cardholder's details and set the spend controls:

• Lifetime limit – the total amount that can be spent on the card
• Single transaction limit – the maximum amount that can be spent in one transaction

Step 3: Activate the card

The cardholder will need to sign in and complete their security setup before the card is fully activated and ready to use.

Step 4: Use the card

Once activated, the cardholder can retrieve their card details (select the card from the Cards list and either select the eyeball icon at the top of the card detail page or choose View card options from 'Options') and use the card for online purchases such as subscriptions or online supplies.

Step 5: Upload a receipt

After a transaction is made, the cardholder must upload a receipt for that transaction within the platform.

Step 6: Validate and reconcile

A card administrator reviews and validates the receipt. Once validated, the transaction and receipt are synced to your connected accounting software.