Toolkit for the use of Spend Cloud Cards

Toolkit for the use of Spend Cloud Cards

Useful information on how to use the Spend Cloud Cards 

Give employees payment freedom with a smart debit card with their own balance and stay in control. Employees make purchases easily, avoid complicated expense claim processes and have time for core tasks. While the administration manages all settings, such as budgets, payment options, PIN codes and access to cards.

Cash and Card does not require much management, but as an Application Manager of the Spend Cloud you will still be happy with it. The number of questions from colleagues can increase considerably and take a lot of time. We hope to help you with this toolkit, so that you have more time for other important tasks.

Frequently asked questions

With pre-made answers you can help users quickly. We are happy to help you with this!

Tips for users


Do you need an account in Spend Cloud to use the Spend Cloud Card?
No, you don't. If you have the card in your possession and know the PIN code, you are ready to go. The management of the cards and the ability to view the payments is done in Spend Cloud. You do need an account for this.

I have a Spend Cloud Card, can I also justify my payments in the app?
This is certainly possible. You can download the app from the Playstore or AppStore. Connect your account and you can start justifying your payments. You simply scan your receipt and add the financial coding.

There is only one work phone or tablet. Is this a problem?
This does not have to be a problem. It just requires a little more coordination with colleagues who also use this device. You can scan receipts when you return to location, to justify the payment. The only thing to note is that if you have made an online payment, you will need the device to confirm the payment. 

Be aware: If multiple people use the same device, it is advisable to log in under your own account.

I don't have a work phone, how can I upload my receipts?
If you don't have a work phone to scan receipts with, use your own private phone. You can then email the receipt to yourself and justify the payment on the web version of Spend Cloud.

I receive an error message when making a payment. How can I see what's going wrong?
When a PIN payment goes wrong, most PIN terminals show an error message. If you missed the error message, it is also visible in the web version of Spend Cloud. For now it is not yet possible to view this in the app.

If a payment fails because the ATM does not accept Mastercard, you can view this Portal article for a possible workaround.

Can I use my Spend Cloud Card right away?
Once you have received your Spend Cloud Card, you can use it immediately. The card has already been activated and a PIN code has already been set. If the card has not been activated, you can do this yourself via the 'Cards' overview or in the Spend Cloud app. You can also view the PIN code in the same overview and adjust it if necessary.

Be aware: When using the card for the first time, you must insert it into the PIN terminal. Contactless payment does not yet work. After the first transaction, you can pay contactless.

Can I immediately make online payments?
First of all, online payments must be activated for your Spend Cloud Card. If this is the case, you need to set the Spend Cloud app up to verify online payments. This is a verification method that allows you to make online payments safely. You will receive a push notification on your phone to approve the online payment in the Spend Cloud app.

Why doesn't my card work at an online store?
There could be several reasons:
  1. Online payments is not activated for your Spend Cloud Card
  2. The country of the webshop domain is not activated for your Spend Cloud Card. For example, if an online store is located in Ireland and this country is not accepted for online payments, the payment will not be processed. The country must first be activated.
  3. There is not enough budget on the card or account to make the payment.
  4. In the app you can see which permitted countries have been activated. If it’s unclear you can best contact your application manager.
Which payment method should I select for online payments?
When completing the payment, choose the credit card payment method. You will need the 16-digit credit card number and the expiration date of the card. These can be found on the front of your Spend Cloud Card. You will also be asked for the CVC code; this can be found on the back of your card. Do not share this information with others. You can now complete the order.

Can I also split a booking in the Spend Cloud app?
When justifying a payment in the Spend Cloud app, you cannot split this payment. You do this if, for example, when you not only bought groceries in the supermarket but also magazines. Then you usually have to book the costs in two different cost categories. If you want to split the payment, add the receipt via the Spend Cloud app and justify the payment in the Spend Cloud web version.

How do I set up to confirm online payments via the Spend Cloud app to make secure online payments?
We can best explain this through a Portal article written especially for this purpose. You can find this here.

What is my payment limit?
In the Spend Cloud app you can see what the limit is on your card. Here you can also see which countries are allowed to make payments.

When I make a payment at an ATM, I am given the choice between Maestro and Mastercard. What choice should I make?
If you are given a choice when making a payment, choose Mastercard. However, some ATMs do not accept Mastercard. You then select the yellow correction button and then choose Maestro. Use this Portal article for more information.

Tips for the applicationmanager

Make good working agreements within the organization
Working agreements about the use of Spend Cloud Cards are of course different for every organization. Whatever the agreements, make sure that everyone within the organization is well informed. Do you only let the end user upload the receipt and does the administration take care of the financial accountability? Do you give the end user all control and must the full payment be accounted for by this colleague?

Whatever the method, make sure that the options within Cash and Card are not too extensive. For example, give the user access to one cost center, ensure that filters are set and do not show too many cost categories. The fewer options there are for the user, the fewer errors will be made in financial reporting.

Would you like to look at the layout of your environment together with a Consultant and see where there is room for optimization? Then request an optimization session here.

Set filters to automatically encode payments
If colleagues without a financial background justify payments , there is room for errors. As an application manager, you naturally want to keep this as small as possible. The Spend Cloud offers an option to have payments automatically accounted for by setting up the coding in advance. You do this by means of a filter. You set recognizable terms in advance and if Spend Cloud recognizes them, the coding is applied. This is often done on the basis of MCC codes. Want to know more about filters? Then watch this Dutch webinar. Want to know more about MCC codes? Then read this Portal article.

How much freedom do I give my colleagues to spend?
When you think about the working agreements, this is a sure offer: “How much freedom do we give our colleagues with the passes?”
The question is, how strict do you want to be? What are the pros or cons of this? What we see among many customers is that 'no fuss is made' about expenditures under 50 euros. Checking bookings under this amount takes more time than the chance that something goes wrong. If the coding on these bookings goes wrong, it will take more time and ultimately money to correct this.

How many cards do I need to purchase?
What we often see and also advise is to purchase one card per employee. You can of course also purchase one card per location or department, but in practice this seems to involve more hassle and coordination. You must always coordinate with your colleagues when you need the card and have a permanent place to keep it. The advantage of one card per employee is that the card can also be used as a means of expense claims. If you opt for one card per location or department, we recommend ordering at least two cards. If a colleague accidentally takes the card with them, you always have a backup card.

Where can I manage the cards?
In the Spend Cloud you have the 'Cards' section and the 'Cards management' section. The 'Cards' section can be found in the user section of the Spend Cloud and the 'Card management' section can be found in the application management. Under 'Cards', only the cards you have access to are listed. This is the part that users also see. You use the 'Card management' section for the actual management of all cards. Here you can also set limits and permanently block passes.

Useful Portal articles

You will find many articles in the Spend Cloud Portal. The Portal can be reached via the '?' in the blue bar of your Spend Cloud environment. You can find everything about Cash and Card here, but you can also go there for all your other Spend Cloud questions. The search function will take you to the right articles, or you can use the list below to find the relevant article.

For the application manager
  1. Card management - available countries and limits
  2. Charging cards
  3. General information on Adyen (Dutch only)
  4. What data do I need to open a balance account for Spend Cloud Cards?
  5. iDeal payments with your Spend Cloud Card via your bunq account
  6. Managing the settings of a Spend Cloud Card
  7. How do I replenish the balance account of the Spend Cloud cards?
  8. Activating a Spend Cloud card and linking it to a book
  9. Order a new Spend Cloud Card
  10. Pros of working with smart filters

For the end user
  1. How to make an online payment with the Spend Cloud Card (Dutch only)
  2. Set up to confirm online payments with the Spend Cloud app
  3. Why is my Spend Cloud Card being declined at the store?
  4. Change PIN
  5. Where do I find the CVC code (Dutch only)
  6. Returning purchases in a store with a bunq card or Spend Cloud card
  7. Workshop Cash and Card in the Spend Cloud app. Dutch only look for workshop 2.
  8. General card information (Dutch only)


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