Turn on Card statements and your accountant gets one Google Sheet per company card for each statement cycle, instead of a separate report for every cardholder. Open Team Management → Push Settings → Corporate Card → Card statements. The team owner or an accepted co-admin can change it. It is off until your team admin turns it on, and saving it sends nothing. For the rest of the card tools, see corporate card reconciliation and receipt rules.
What accounting receives
- One sheet per card, not per person. A company card with several cardholders still gets one statement. The sheet is named after the bank account, for example "Chase card ••0079", with the statement period.
- Every posted charge on the card for that cycle, read from the bank, so the total matches the bank statement. Pending charges are not listed. Each line shows the posted date, cardholder, merchant, amount, category, a receipt link, a status and a note.
- Three statuses. Matched has a receipt, and its Receipt cell links to it. No receipt needed covers charges accepted without one by your team (including under a receipt rule), purchases refunded in full, and the bank's own interest and card fees, which are labelled. Open is anything still waiting, with a note such as "Not yet reviewed" or "Waiting for approval".
- Totals. Category totals for Matched and No receipt needed lines, a separate Pending receipts subtotal for Open lines, and a grand total that equals the charges. Credits and refunds, and payments to the card, are not part of those totals; credits show on their own line underneath.
- Receipt access. When a statement is sent, the people who receive it can open the receipts of the cardholders on that card.
The statement goes to your team's Accounting Email (push it first; without one the section says "Push an Accounting Email first") plus any accounting contacts your cardholders have saved.
Closing day per card
In the same section, your team admin chooses one closing day for each card account: a day of the month or Last day. It applies to everyone holding that card, including their weekly and period reports, so a card whose cardholders had different days must be set to one. If a card has no closing day yet, ExpenseBot may suggest one based on the bank's interest-charge date. It is only a suggestion and is saved only if your team admin accepts it.
When it is sent
- Without approvals, the statement is built and sent the day after the card's closing day.
- With Require approval before reports are sent to accounting on, it waits until every cardholder on the card has been approved, then goes out on its own. If someone is still unapproved on the third day after close, it is sent anyway and their charges show as Open ("Waiting for approval"). Your team admin sees waiting statements in the usual period summary email.
- If the bank could not be read or nothing could be sent, ExpenseBot tries again each morning up to the seventh day after close, and tells your team admin if it still could not send. A send that may have reached only some recipients is not repeated automatically; your team admin finishes it with Send again.
- About a week after close (the eighth day), if any line changed status, for example a receipt arrived, the same sheet is refreshed once and accounting gets a short "updated" note. After that it changes only when your team admin sends it again.
To send one earlier or again, your team admin selects Send statement now beside the card. In approval mode that selection counts as the approval, so Open lines show their real status.
What cardholders and accounting see of per-person reports
Each cardholder still gets their own weekly review and report, and their team admin still gets those reports. With Card statements on, those per-person reports no longer go to accounting. If your team admin wants accounting to keep receiving them as well, they tick Also send each person's weekly report to accounting. With Card statements off, nothing changes.