Automatic transaction linking ensures that every purchase made with a Factorial Card is instantly tracked, matched, and prepared for expense reporting. This eliminates manual work for employees and gives Finance teams full visibility and control over company spending
Whenever a successful transaction is made with a Factorial Card, Factorial automatically creates a draft expense linked to the cardholder. This process saves time, reduces errors, and ensures that company expenses are always recorded and visible in real time.
How it works
Whenever a successful transaction is made with a Factorial Card:
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A draft expense is automatically created
- Linked to the employee who owns the card (cardholder).
- Contains key details such as date, amount, and merchant.
- This draft appears in the employee’s My Expenses section.
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A push notification is sent to the cardholder
- The employee is reminded to upload the receipt or invoice.
- Once uploaded, they can submit the expense for approval.
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Transaction visibility in different sections
- Card details view: In the Card Payments tab (default view), the transaction is immediately displayed.
- Treasury → Cards: Managers and Finance admins see the payment linked to the correct card.
- Treasury → Banks: In the Expenses card account linked to that Factorial Card, the full list of transactions includes the new one.
- Accounting: Transactions are also reflected in the accounting records for accurate bookkeeping.
Why this is useful
- For employees: No need to manually create expenses - drafts are created automatically, saving time and ensuring nothing is forgotten.
- For managers: Expense reviews are faster since transactions are linked to card payments in real time.
- For finance teams: Complete visibility into spending, seamless reconciliation, and fewer errors.
Important notes
- Only successful transactions create a draft expense. Declined or pending transactions will not.
- Employees must still upload the receipt to complete the expense before it can move through the approval flow.
- Expenses linked automatically through card transactions follow the same approval flow and budget rules as manual expenses.
FAQ
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Do declined transactions create draft expenses?
No, only successful transactions create a draft expense.
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Can employees edit automatically created draft expenses?
Yes, employees can edit details or add missing information before submitting.
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Do automatic expenses follow the same approval flow as manual ones?
Yes, all expenses (manual or automatic) follow the same approval and budget rules.