This article is for: employees.
Pay with your Factorial card and Factorial creates the expense: you only add the receipt. If the card is lost, deactivate or cancel it yourself.
Pay with your card
Overview
Use your card like any other card. Each payment must fit its limit and any restriction your company set.
How to use
- In a shop: pay with your physical card, or with your phone if you added the card to Apple Pay or Google Pay.
- Online: enter your card number, expiry date and CVV. If a one-time code is requested, enter the one sent to your registered mobile phone. Details: How do I activate my Factorial card and see my PIN?.
- If a payment is declined, open the card, go to Card payments and read the Decline reason. See A card payment is missing in Factorial. Where is it?.
Add the receipt to your card expense
Overview
When your payment is accepted, Factorial creates a draft expense with the amount, date and merchant filled in, and sends a New card payment notification to your phone. This is for cards used in Expenses. Cards used in other products, such as Software, work differently.
How to use
On the mobile app
- Tap the card payment notification.
- With One (our AI assistant), it opens ready for the receipt: take a photo or pick one. One matches it to your payment and sends the expense for review.
- Without One, the expense opens: add the receipt and tap Send for approval.
On the web: go to My spending > My expenses, open the card expense, add the receipt and click Send for approval.
Deactivate or cancel your card if it's lost
Overview
Deactivate stops new payments until an admin reactivates the card. Cancel closes it for good (lost, stolen or no longer needed). If your card is lost or stolen, deactivate it right away. Do both on the web; by default you can't reactivate your own card.
How to use
- Go to My spending > My cards and open the card.
- In the card's menu, choose Deactivate card and confirm with Yes, deactivate it.
- To close it for good, choose Cancel card, pick the reason (Card stolen, Card lost or Other) and confirm with Yes, cancel it. Then ask an admin for a new card.
Tips and Best Practices
- If your card might be lost, deactivate it first, then cancel it if it isn't found. An admin can reactivate it if you find it.
- Add the receipt as soon as you pay: it takes seconds from the notification, and nobody has to chase you at month end.
- Related: How are card payments matched to expenses and receipts? · Card reconciliation: what it means and how it works · How do I control how much a card can spend, and where? · How do I create or request a virtual, physical or single-use card?
Troubleshooting and FAQ
Troubleshooting
- I'm an admin: how do I deactivate, reactivate or cancel someone else's card? With Can manage cards, go to Treasury > Cards, open the actions menu on the card and choose Deactivate, Reactivate (turns a deactivated card back on) or Cancel. The cardholder is notified when you deactivate or reactivate.
- My payment was declined. Open the card, go to Card payments and read the Decline reason. See A card payment is missing in Factorial. Where is it?.
- My card shows Inactive. It was deactivated, by you or by an admin. Ask an admin to reactivate it. A new physical card stays inactive until you activate it: see How do I activate my Factorial card and see my PIN?.
- I can't reactivate my card. By default cardholders can deactivate their card but not reactivate it. Ask an admin.
- I can't find Deactivate or Cancel in the mobile app. Deactivating and cancelling a card are available on the web. In the app, you can ask One to freeze (deactivate) the card.
- Payments keep asking for a code. Some payments ask for a one-time code, sent to the mobile phone registered on the card. If it goes to an old number, ask an admin to update it: see Factorial cards: common questions and quick fixes.
- I added the receipt but the card expense is still a draft. A card expense stays in Draft until you tap Send for approval, or One sends it. If One didn't match the receipt, see How are card payments matched to expenses and receipts?.
FAQ
1. How do I freeze or block my Factorial card?
Open the card in My spending > My cards and choose Deactivate card. New payments are declined until an admin reactivates it. You can also ask One to freeze it.
2. Where can I use my Factorial card?
A physical card works in shops and online. A virtual card is for online payments, and you can pay in shops with your phone if the card can be added to Apple Pay or Google Pay. Each payment must fit the card's limit and any restriction your company set. See What are Factorial cards, and why use them for company spending?.
3. Why is the amount on my expense different from the price I saw at checkout?
The expense takes the amount and currency charged to your card. If the merchant charged in another currency, or added a tip or a final amount later, it can differ from the first figure you saw.
4. What's the difference between deactivating and cancelling a card?
An admin can reactivate a deactivated card. A cancelled card can't be used again: you need a new card.
5. Do I have to create an expense when I pay with my Factorial card?
No. Factorial creates a draft expense for every accepted payment. Add the receipt to it instead of creating a manual expense.
6. How much can I still spend on my card?
Open the card in My spending > My cards: Spent and Available show for the current period. In the app, the card shows the amount available and spent.