How do temporary virtual cards work for pre-approved spend?

Suppose an employee needs funds to attend an online training course, or they are taking a short business trip and will need access to company money.

Soldo’s pre-approved spend feature allows Soldo admins to create temporary virtual cards for employees to start spending without any delays.

Employees can request temporary virtual cards through both the web and mobile app. Super admins and Admins can approve requests, plus view and edit temporary virtual cards on the web and mobile app, allowing for real-time adjustments on the go.

What is a temporary virtual card? 

Temporary virtual cards allow admins to give employees pre-approved access to funds. When creating a temporary virtual card, you decide the amount available on the card and the number of transactions it can be used for (between 1 and 10).

Once activated, the unique temporary virtual card details are stored within the Soldo platform. Employees can easily use the cards for online payments and in-person payments (via their mobile wallet).

How do I request a temporary virtual card?

Requesting a temporary virtual card on the web app:

1. Navigate to Requests on the left-side menu.
2. Click Make a request.
3. Select I wish to make a payment. 
4. Select the request type.
5. Add details for reviewers of your request, e.g. a title, description and maximum number of transactions you’ll need to make.
6. Click Send request.

Requesting a temporary virtual card on the mobile app:

1. Tap Account in the bottom right of the screen and then tap Requests.
2. Click Create a request at the bottom
3. Select I wish to make a payment. 
4. Select the request type.
5. Add details for reviewers of your request, e.g. a title, description and maximum number of transactions you’ll need to make.
6. Tap Send request.

How do I approve a request for a temporary virtual card?

Approving a request on the web app:

1. If you are an approver, go to Requests on the left-side menu.
2. Select the request to review the request details.
3. If you’d like to approve it and create a temporary virtual card, click Continue to approve. (Or choose to Decline request.)
4. Select the funding source (wallet), the amount available and the maximum number of transactions for the temporary virtual card.
5. Click Approve request.

Approving a request on the mobile app:

1. If you are an approver, tap Account > Requests.
2. Select the request to review the details.
3. If you’d like to approve it and create a temporary virtual card, tap Approve. (Or choose Deny to decline the request.)
4. Select the funding source (wallet), the amount available and the maximum number of transactions for the temporary virtual card.
5. Tap Confirm.

How do I create a temporary virtual card without a request?

You can create a temporary virtual card without a request on the web app only:

1. Choose the Pre-approved spend section on the left-side menu.
2. Click Create spend.
3. Fill in the details for the temporary virtual card.
4. Select the assignee who will use this card for the pre-approved spend. Click Next.
5. Select the wallet from where the funds will be drawn.
6. Add the total amount the assignee can spend on this card. Please factor in currency exchange or delivery costs when choosing the amount.
7. Choose the maximum number of transactions (from 1 to 10) the assignee can make on this card. Click Next.
8. Provide any additional documents related to the purchases if needed. Click Next.
9. Take a moment to review all the details and Confirm.
10. The assignee will immediately get a notification with instructions on how to activate the card. Once activated, they can use it to make the approved transactions, uploading receipts or invoices to the transactions as usual.

FAQs for employees:

How do I use a temporary virtual card?
Once you’re assigned a virtual card, Soldo will notify you and send you instructions on how to activate your card. Once activated, you will see unique temporary virtual card details that you can use for online payments or add to your mobile wallet for Apple Pay or Google Pay to use for in-person payments. After completing the approved transactions, simply upload the receipts to the transactions like any other Soldo card.

How do I access the virtual card details?

The unique temporary virtual card details are securely stored in the Soldo platform until expiry. To see any cards that have been assigned to you on the web app, click Pre-approved spend in the left-side menu. On the mobile app, tap Account in the bottom right of the screen and then tap Pre-approved spend.

What happens to temporary virtual cards once spending is complete?
When they expire or the pre-approved spend has been completed (whichever is sooner) they cannot be used anymore for transactions.

FAQs for Admins:

Who can use this feature?
Any company employee who is given access to the Soldo account can request a temporary virtual card. By default, Super admins and admins can approve requests and create temporary virtual cards. A Super admin can also give other roles (e.g. employees) permission to be approvers and create temporary virtual cards as a custom role.

How many temporary virtual cards can be created?
There may be a limit to the number of temporary virtual cards that admins can create, depending on your Soldo plan. See our Pricing page for more information.

Are temporary virtual cards available in all markets?
Yes, this feature is available in all the markets where we have operations.