Transactions
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      How to Manage Approvals of Credit Card Transactions

      5 quick steps for you to think through for approval of credit card transactions.

       

      Effective transaction approval processes ensure that every expense is appropriate without getting in the way of your team’s purchasing. Here’s how to think about and set up approvals in KleerCard.

      1. Understand “After-the-Fact” Approvals

      • Post-transaction review: Approvals in KleerCard occur after a charge has posted. They don’t block the purchase—they simply add a second set of eyes.

      • Purpose: Catch missing receipts, incomplete fields, or questionable charges to maintain policy compliance and accurate records.

      2. Centralized vs. Decentralized Review

      Centralized Administrator

      1. Go to the Charges tab.

      2. As transactions post, click each charge to view attached receipts and required fields.

      3. Mark it Reviewed once everything checks out.

      4. Repeat on a cadence (daily or weekly) for fast, uniform oversight.

      Decentralized Managers

      1. Use Transaction Reports so department heads or budget owners only see their team’s charges.

      2. Reports can be delivered automatically on a weekly or monthly basis.

      3. Approvers comment on or approve each report, keeping reviews close to the source of spend.

      3. Automating Reports for Approvers

      1. KleerCard can auto-generate a summary of each user’s charges - these are the transaction reports.

      2. Send these summaries on your chosen schedule—weekly or monthly.

      3. Approvers receive a consolidated view and can quickly approve or flag issues.

      4. Accounting Integration Doesn’t Depend on Approvals

      • Flexibility: Sync your approved (or unapproved) transactions with your accounting system at any time.

      • Separation of concerns: Approval is about policy compliance, while integration is about bookkeeping cadence.

      5. Assigning Transaction Report Approvers

      1. Navigate to Settings › Users.

      2. Click the ••• menu beside a user record and select Manage Approvers.

      3. Open the Transaction Report tab.

      4. Choose the designated approver for that user.

      With these steps, you’ll have a clear, efficient process for reviewing every team expense—without slowing down your organization.