Virtual Card Approvals are positioned to stop rogue spend before it happens, all while giving your team more flexibility in who can request a card. Create a multi-step approval rule with features that feel familiar to users of our marketplace approvals. With our Receipt Inbox, users can go from request to reconciliation in moments!
Creating a Virtual Card Rule
To get started, open the Approvals page under Settings in your navigational menu. Scroll to the bottom of the page to find the Virtual Card approval settings. Toggle the rule to ON to activate Virtual Card Approvals. As a default, your account administrator will be added as the approver for the new rule.
Click Edit virtual card rule to update the rule. Each step in the rule can have multiple approvers. In practice, that means any of those approvers can approve that step in the approval rule. Don't forget to Click Save changes when you are ready to publish your rule!
If you want to save your draft, but not deploy approvals yet, save your changes then switch the rule toggle to OFF. Once you've published a rule, all new virtual cards will be evaluated against the rule. Any existing cards must be edited and saved to submit them for re-evaluation with the new rule. If the user submitting a card is an approver on the rule, their step will be marked as Auto-Approved.
Approving a Virtual Card
Once a new virtual card has been submitted, the approvers in step 1 of your approval rule will receive an email notification requesting their approval. The card will also appear on the Virtual Card page with the Needs Approval status.
Approvers must open the Virtual Card Details page to approve or reject a card. If rejected, the card will immediately be marked as closed and the submitting user will receive a notification. Unlike orders, the approver will not be prompted to share a reason for the rejection.
If the approver doesn't take action on the card within a few days, they will receive a reminder email at regular intervals until the card's status changes. Editing the card will reset any previously approved step and re-evaluate the card against the most current Virtual Card Approval rule.
Once approved, the primary and secondary user on the card will receive a notification that the card is ready for use!
User Permissions
New user permissions give you fully customized access for each role at your company. To access, you'll need the Permissions page role permission. Here's a quick breakdown of the permissions you'll need:
| Permission | Description |
|---|---|
| Edit approval rules | Users must have this permission to create or edit Virtual Card Approvals |
| Enable view access to virtual cards | Users with this permission can access the Virtual Cards page from the navigational menu and any Virtual Cards for which they are the Primary or Secondary User. Users must have this permission enabled to interact with any virtual card features. |
| Create or request new virtual cards | Users with this permission can create a new virual card or request a new virtual card if Virtual Card Approvals have been enabled. |
| Edit existing virtual cards | Users with this permission can edit the details of Virtual Cards in an Active, Paused, or Approval Needed status. It is suggested that you reserve this permission for your card program managers to prevent users from editing spend limits after a card has been approved. |
| Show all virtual cards | Users with this permission can access any card for your business, even if they are not assigned to the card as a primary or secondary user. |
To learn more about virtual cards, check out the Virtual Card folder in the help center.