Cash & Card - Notification Emails in the Spend Cloud

Cash & Card - Notification Emails in the Spend Cloud

Within the Spend Cloud, different types of notification emails are sent per module to the relevant employees. Some notifications are informational, while others require employees to take action. This article explains all notifications from the Cash & Card module. Employees cannot disable notifications themselves, but administrators can disable certain ones if desired. When an administrator disables notifications, this applies to the entire environment.

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All notification emails can be found in the Spend Cloud under Application Management / General / Emails. Do you want to know what a specific email looks like? In this menu, hover your mouse over an email and right-click on the envelope. You can then enter your email address to receive a test message.

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Managing notification settings

In the Spend Cloud, the configuration settings for the Cash & Card module may look like this (see image). You can access these settings by navigating to: Application Management / Configuration Settings / Cash & Card.



In the configuration settings, the application administrator can set the frequency of certain notifications. If you do not see the configuration settings in Application Management, this may be related to your right set.

In some Spend Cloud environments, the configuration settings are available, while in others this is not (yet) enabled. In such cases, support (support@proactive.nl) may be needed for access and/or adjustments.

Notifications for users

  1. Book encoding and closing (switchable in the configuration settings, also configurable for which users this email is sent to, plus the frequense)
     When books are ready for an employee to close, they will receive a notification email.

  2. Failed transaction
    When a transaction with a Spend Cloud Card fails, the user receives, in addition to a push notification via our app, an email explaining the reason for the decline. This helps the user avoid a similar situation in the future and prevents unexpected surprises at the checkout.

  3. Book review
    As soon as a period in a book is closed, the responsible reviewer receives a notification that periods are ready to be reviewed. A reviewer receives only one notification per day as long as they do not log into the Spend Cloud. If the reviewer logs in after receiving the notification and then logs out, the counter is reset.

    IdeaTIP: It is recommended to set the first notification term to “0” and the first reminder to “5” or “7”. This way, an employee immediately receives a notification on the first day of the next period that a book must be closed.

  4. Book dissaprove period
    The responsible/reviewer can dissaprove a book period. When this happens, the card responsible receives a notification to correct the period and resubmit it.

  5. Reminder ‘pending actions’ (switchable in the configuration settings, and also the frequense)
     In addition to the initial notification, you can also set a reminder email frequency for pending actions. For example, you may choose to send a reminder email every week (up to a maximum of 4 weeks) after the original notification for unresolved actions.

  6. New bank mutations (switchable in the configuration settings)
    When working with a bank book other than a Spend Cloud Card bank book or a bunq bank book, bank files may be imported. As soon as new bank mutations are read by the finance department, the employee linked to the bank book receives a notification that there are new mutations to justify.

  7. Book balance increased
    When a top-up is made in the book, the employee linked to the book receives a notification email. This is a one-time notification linked to each top-up.

  8. Set cost type limit exceeded
    It is possible to set a notification limit within a cost type. When the set limit is exceeded by coded bookings, the assigned employee (responsible / cash administration or both) receives a notification. This is a one-time notification linked to the action of exceeding the cost type limit.

  9. New transaction
    When an employee completes a new transaction with the card, they receive a notification. This is sent for each new transaction.

  10. Confirmation of new PIN for card
    When an employee changes the PIN of the card (via the web version or the app), they receive a notification. This is a one-time notification tied to the action of resetting a PIN. Each employee designated as a card manager will also receive this notification. This prevents employees from being surprised at a store if the PIN was changed by another user.

Notifications for administrators

  1. Spend Cloud Cards expiring
    All Spend Cloud Cards have an expiration date. 60 days in advance, application administrators receive an email informing them of upcoming expirations. Cards expiring within 30 days are also mentioned. This ensures administrators are informed in time to request new cards. Lastly, the email also lists cards that expired within the last 20 days.

  2. Action required on balance account
    Adyen, our partner hosting your balance account, is required to regularly check your organization’s details. For example, they verify whether all required documents are present and up to date. If this is not the case and documents are not provided on time, they are legally obliged to block the account. A notification is sent to inform the administrator in time that action is required on the balance account

  1. Live Bank Book Top-Up
    Once the balance of the live bank book is lower than a specified amount (this amount can vary per client, as it can be set under the 'advanced options' in the settings of the balance account), a one-time notification will be sent to the employee to prompt them to replenish the balance. This notification must be set for each live bank book by editing the bank book and filling in the relevant fields under 'Advanced Settings'.


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