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:

1. 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.
2. 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.
3. 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

1. Do declined transactions create draft expenses?
   No, only successful transactions create a draft expense.
    
2. Can employees edit automatically created draft expenses?
   Yes, employees can edit details or add missing information before submitting.
    
3. Do automatic expenses follow the same approval flow as manual ones?
   Yes, all expenses (manual or automatic) follow the same approval and budget rules.