Managing Recurring Charges: Automated Coding with Virtual Cards

The best way to handle recurring or subscription charges is by using dedicated virtual cards with accounting defaults. Here's how it works.

Step 1: Order a virtual card for each recurring charge (or GL account group)

Rather than having recurring charges land on a general card and require manual coding each time, create a dedicated virtual card for each subscription — or group multiple subscriptions onto one card if they all belong to the same GL account.

You can order as many virtual cards as you need from the Cards tab.

Step 2: Set accounting defaults on the card

Accounting defaults tell KleerCard which GL account, class, or department to apply to every charge that hits that card — automatically.

You can set defaults in two ways:

• During card ordering — fill in the Accounting Defaults fields on the card request form.
• After the card is created — go to Cards → click into the card → Card Actions (top right) → Edit Card → Accounting Defaults.

Step 3 (optional): Turn off the receipt requirement for that card

Most subscription services send a receipt via email that you can retrieve anytime. If you'd like to remove the receipt requirement for a specific virtual card, an admin can disable it at the card level — eliminating the "action needed" reminders for those charges entirely.

The result

Every recurring charge that hits the card is automatically coded to the right account. No manual review required unless you want it.