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Getting Started for Admins: Set Your Company Policies and Reminders

Decide what information each charge needs, and let KleerCard handle the reminders

Company Policies let KleerCard enforce your spending rules for you. Cardholders are reminded automatically when something is missing, so you don't have to chase receipts.

To get started, go to Settings, then Company Policies (direct link). 

Step 1: Turn on auto-receipts (optional)

Auto-receipts cover small charges, so cardholders don't have to upload a receipt for every one. When turned on, KleerCard creates a generic IRS-compliant receipt for charges under $75, showing the merchant, location, date and total.

Good to know: auto-receipts don't include line-item detail, so they won't show what was purchased. If you need itemized receipts, leave this off.

Step 2: Choose your 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.

Step 3: Review your reminder notifications

  • By default, cardholders get daily push and email reminders for charges missing required information.
  • Reminders cover charges from the last 14 days, called the look-back period.
  • Once a charge is older than the look-back period, reminders for it stop.

Step 4: Decide on auto-locking (optional)

Auto-locking is the strictest way to enforce your policy.

  • If a charge stays incomplete past the grace period (14 days by default), the cardholder's card locks.
  • The card unlocks automatically as soon as the missing 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 look-back period, so cardholders keep getting reminders right up until a card would lock. You can edit both.

Vendors (optional)

If you want to assign your own vendor names to charges, you can add a vendor list.

  • QuickBooks Online, Aplos or ParishSoft: import vendors through your integration settings.
  • Other software: send your vendor list as a spreadsheet to implementation@kleercard.com, and we'll import it for you.

Next step: Now integrate your accounting system so your team's spending flows into your books.