Understanding Your KleerCard Subscriptions, Automatic Payments, and Billing Cycles

 

Subscriptions: your plan fee

Your subscription is the flat monthly fee for your KleerCard plan. It is based on your plan tier and does not change with how much your team spends. Every tier includes unlimited physical and virtual cards.

• Free ($0/month): No subscription fee. A pre-funded spending limit for up to 5 users, core expense management, the mobile app with receipt capture and reminders, the administrator website, and best-in-class nonprofit accounting integrations.
• Standard ($29/month): Everything in Free, plus a credit line for up to 15 users, automated transaction reports, card sharing, reimbursements, AI-recommended coding, and budget reporting.
• Pro ($49/month): Everything in Standard, plus automatic card-locking, Bill Pay, workflows, and sales tax automation, for up to 30 users.
• Custom pricing: Built for teams of 30+ users with more complex approval and reporting needs. Contact our team to tailor a plan.

Optional add-on: the Amazon Business integration is $19/month for organizations that use Amazon Business.

If you are on the Free plan, you have no subscription fee. Any recurring draft you see on your bank statement is an automatic payment, described next.

Automatic payments: covering your card spend

Separate from your subscription, KleerCard automatically drafts payment for the card purchases your team makes.

Payments are automatic. You do not need to submit anything manually. At the end of each billing period, KleerCard drafts the period's total cleared charges from your connected bank account by ACH. If your organization funds a wallet reserve, that same payment also replenishes your reserve (more on that below).

Because this amount reflects your actual card spend, it moves with your spending and is not a flat fee like your subscription. You can always see your most recent statement, its charges, and the payment that covered it, and confirm your Balance Due, under the Statements tab.

If your organization uses a pre-funded wallet (reserve)

Many organizations keep a reserve balance in their KleerCard Wallet to fund their spending. If that describes your account, here is how it fits together:

• Card purchases draw from your wallet reserve first, then from your credit line if you have one.
• Each automatic payment replenishes your reserve back up to its set level, so your available spending power stays consistent from one period to the next.
• Only an admin can add to or withdraw from the reserve. To manage it, go to the Wallet tab in the portal.

This is why the automatic bank draft matches your spend: it is topping your reserve back up by the amount that was spent.

Billing cycles: how often payments run

Your billing cycle sets how often automatic payments are drafted. The options available to you depend on how your account is funded:

• Wallet (pre-funded) accounts can choose the cycle that best fits how your organization manages cash flow:
  • Weekly: payment drafts once a week
  • Biweekly: payment drafts every two weeks
  • Monthly: payment drafts once a month
• Credit line accounts are on a weekly cycle only.

Payments draft automatically on your cycle's scheduled day, so there is nothing to remember or submit. Your billing cycle controls your automatic payments, not your subscription, which is billed monthly regardless. If you are a wallet customer and would like to change your billing cycle, just email support at support@kleercard.com and we will switch it for you.

Quick answers

We signed up for the Free plan, so why do I see a charge? The Free plan has no subscription fee. If you believe you are being charged for the wrong plan, reach out to support at support@kleercard.com and we will review your account with you.

Is my subscription the same as my automatic payment? No. Your subscription is a flat monthly plan fee. Your automatic payment is the repayment of your card spend, so its amount changes with how much your team spends.

Can I change how often I am billed? Wallet accounts can choose weekly, biweekly, or monthly. Credit line accounts are weekly only. Contact support and we will update your cycle.

What actually costs money? Your subscription if you are on Standard, Pro, or Custom; the optional Amazon Business add-on; and Bill Pay transaction fees ($1 per ACH payment and $1.50 per check) if you use Bill Pay. Card spend itself is repaid through your automatic payments, not charged as a fee.

Still have questions?

Reach out any time at support@kleercard.com or call 1-877-465-5337. We are happy to walk through your specific statement with you.