Getting Started for Admins: Set Your Company Policies and Reminders

Go to Settings, then Company Policies.

Auto-receipts

You can turn on auto-receipts for charges under $75. When a charge qualifies, KleerCard creates a generic IRS-compliant receipt showing the merchant, location, date and total, so the cardholder does not need to upload one. These do not include line item detail, and therefore do not show what was purchased.

Required Information

Choose what every charge needs for your organization, for example:

A receipt
A description (business purpose)
An account (your expense category)

When a charge is missing a required item, KleerCard flags it and starts reminding the cardholder.

Notifications

By default, cardholders receive push and email reminders for charges missing required information.
Reminders cover charges from the last 14 days (the look-back period) and go out daily.
When a charge is older than the look-back period, reminders for it stop.

Auto-locking (optional)

Auto-locking is the strict version of your policy.

If a charge stays incomplete past the grace period (14 days by default), the cardholder's card locks.
The card unlocks automatically once the missing required information is added.
Auto-locking is off by default. You can turn it on for all cards, or turn it on or off for individual cards.

Tip: Set the grace period to match your notification look-back period, so cardholders get reminders the whole time before a card locks. Both are editable.

Vendors

Vendor tracking is optional. If you are interested in uploading your vendor list to be able to assign custom vendors to a charge, please submit it to support@kleercard.com in spreadsheet format. If you use QuickBooks Online, Aplos, or ParishSoft, vendors can be imported through the integration settings.