Yes. ExpenseBot matches receipts against the company cards you already have, including credit, charge and prepaid card programs. It does not issue cards or control spending at the bank. For a tour of everything an admin can manage, see what a team admin can do.
Set up team cards
Open Team Management → Push Settings → Corporate Card. Connect the company bank, then choose Find accounts and employee cards. Assign each employee card or individual account to the person whose spending it contains. If the bank reports activity on a card that nobody has been assigned, a note at the top of the Corporate Card screen names it; assign it so someone is asked for receipts. The team owner appears as You (team owner) and does not need to invite themselves or assign themselves an extra employee license. Other cardholders need an active team license; pending invitations cannot be assigned yet. A co-admin can manage setup for the team owner, but admin access alone does not assign that person a card.
Several cards may be assigned to one person. They are reviewed together, separately from their personal-card reconciliation. Assignments stay saved until changed; choose Save Assignments after any change. Every Monday, the bank run downloads assigned card activity and matches it to that person's receipts. Each person, including the owner, completes their review. Follow progress in View Team Dashboard (the Team Reconciliation Dashboard), where you can open Unmatched transactions, send Email reminder, and Approve period once someone has finished. Connecting a bank is not itself approval of expenses or submission of a report.
What cardholders see
New weekly team reviews normally include posted charges, not pending bank holds. Pending charges wait until the bank posts them. Charges already included in an earlier delivered team review are not requested again in the next weekly review; finish them in the earlier review.
Cardholders can open My Reports → Review expenses → Check card months to enter card reconciliation. It opens their current weekly team review when one exists; otherwise it opens their oldest available unfinished earlier review, then an open statement-close review. Other surfaced reviews are listed under Earlier reviews still open in reconciliation settings. The original email's Review link also works while the review is retained and the cardholder still has access to that team card. They attach or confirm receipts and finish with Complete Reconciliation, which emails the admin (co-admins are copied). The admin also receives a weekly team roll-up. My Reports no longer has a separate Card reviews button; Check card months in Review expenses is the way in.
What happens to the employee's spreadsheet and report
The employee keeps using their ordinary ExpenseBot master Google Sheet. Receipt capture, corrections, and future scans continue there; approval does not move, delete, or rewrite those rows.
ExpenseBot creates the corporate-card report from the exact linked receipt rows for that review. The report is an organized snapshot of the period, while the master sheet remains the ongoing source record. At the end of each reporting period, ExpenseBot submits the report for every cardholder whose weeks are all complete and sends the admin one summary email. Anyone who hasn't finished is held, not force-submitted, until they complete their review. The admin can also use Approve period on the dashboard to submit a completed period before then. A failed or unresolved row link blocks report creation rather than producing an empty or incomplete report.
Reporting: how often, and who has to say send
Open Team Management → Push Settings → Corporate Card → Reporting. Two settings control every cardholder's period:
- Reporting period — Monthly (default), Weekly, Every two weeks, or Quarterly. This is the cadence the daily period job uses for any card that doesn't have its own statement closing day set (see below); it's the same cadence shown throughout the Team Reconciliation Dashboard.
- Require approval before reports are sent to accounting — off by default, meaning ExpenseBot sends each completed period automatically. Turn it on and ExpenseBot instead emails the admin a "ready to approve" summary at the end of each period; the report is only sent once the admin (or an accepted co-admin) opens the dashboard and presses Submit period for that cardholder.
Accepted co-admins are copied on the same period summary and "ready to approve" emails as the team owner, and can approve or submit periods from the Team Reconciliation Dashboard using the same acting-for access the rest of Corporate Card setup already gives them.
Weekly matching versus statement periods
Plaid matching runs weekly so missing receipts surface promptly; reports do not have to use calendar months. Each card's Closes on setting has no default — leave it unset and that card follows the team's Reporting period (above) instead of a fixed monthly cycle. Set it to the bank's statement closing day, or choose Last day explicitly, if you want that card's reports to follow its own statement cycle regardless of the team's reporting period; ExpenseBot then derives the off-month statement period and submits after the close.
When one person has several assigned cards with different closing days, they are reviewed together on the team cadence rather than pretending that one card's closing day applies to every card. PDF and CSV uploads use the exact statement period found in the uploaded statement, including off-month periods. Plaid does not provide a reliable statement closing date, so changing Last day is optional: it aligns report timing to the bank statement but does not affect continuous weekly receipt matching.
An unfinished review stays open
A team card review does not lock you out after seven days. While the review is retained and you still have access to the team card, you can return to it:
- Team Reconciliation Dashboard: under the cardholder's current row, an Earlier review row for each unfinished earlier week. Open it to see the unmatched charges, send a reminder, or approve it once the cardholder has finished. A period that has ended keeps its own Submit button until its report is sent.
- Cardholder: choose My Reports → Review expenses → Check card months. If there is no current weekly review, the entry opens the oldest available unfinished earlier review. Other surfaced reviews appear under Earlier reviews still open in reconciliation settings. The original email's Review link follows the same access and retention rules.
A cardholder can be sent one reminder a day, whichever review it is for.
Missing employee cards
Use Find accounts and employee cards. Some banks expose only the parent credit accounts, but identify employee cards on individual transactions. ExpenseBot uses that bank-provided information to list the cards separately for assignment. Discovery checks the last 90 days and keeps previously seen cards that are currently quiet. It cannot find a never-used card if the bank has supplied no identifying activity.
If a parent account itself is missing, use Manage accounts at [bank] to review the bank's sharing selection. Do not assign a combined company account to one employee or duplicate it across several employees. ExpenseBot does not guess ownership from names or last four digits. Transactions without bank-provided cardholder information appear as Cardholder not identified by bank — [account] •••• [last four] and stay unassigned until you explicitly choose who will review that activity. That row may include the owner's own card, so confirm who spends on the account before assigning it. Previously held activity is included on the next team download after assignment.
If the bank supplies neither separate accounts nor usable cardholder information, choose Use statement uploads instead and provide a separately scoped cardholder statement for each person. Do not upload a combined company statement under one employee. Changing mode keeps existing reconciliations and assignments; Upload mode pauses automatic team bank downloads.
Add several statements for one person
In Upload mode, choose Add statement for the cardholder. You can add another PDF or CSV for that person's other card to the current review. Earlier statement transactions and review decisions stay intact. Confirm each file contains only that person's spending. An identical file already in that review makes no changes; different exports with overlapping transactions are not automatically deduplicated, so do not upload the same card period twice. Previously submitted or approved reviews and older-format reviews cannot be overwritten by another upload.
If the dashboard says Statement saved; follow-up processing needs verification, open the review to refresh receipt matching and contact support if it remains pending. Do not re-upload to try to resend a notification. Report pending verification means a report may already have been created: check the member's reports or ask support to verify before creating another one.
Prepaid and other company card programs
If your company funds prepaid cards, or uses a charge or fleet card program, the same workflow applies as long as ExpenseBot can get each card's transactions. Connect the issuer through Plaid if it's supported and it shares the employee cards. If it doesn't, choose Upload statements (manual) and add each person's statement as a PDF, photo, CSV, OFX or QIF file. ExpenseBot doesn't load, fund or manage prepaid balances. For the admin's weekly routine with prepaid cards, read matching prepaid expense card charges to receipts.
Reconciliation, not spending control
Receipt matching identifies charges needing a receipt or another decision. The team dashboard can remind the cardholder and track completion. It does not decline card purchases, issue employee cards, or set bank spending limits. Disconnecting the team owner's shared bank connection also affects their personal bank features; card assignments are retained for reconnection.
Travel meal reimbursement is a separate optional setting. It governs travel-meal claims made in ExpenseBot, not the credit-card transaction limit. See travel meal reimbursement policy.
See Credit Card Reconciliation for the receipt-matching workflow.