Summary (TL;DR): Learn how to onboard cardholders, order new physical or virtual cards, and manage card security to streamline real-time business spend.
Prerequisites
Permissions: You must have Superuser access or custom Spending Card Management permissions to issue or manage cards.
Security: Multi-Factor Authentication (MFA) must be enabled for your domain before setting up your Financial Account.
Feature Activation: Contact your Procurify representative to enable this feature (currently only available in the US and UK).
What are Spending Cards?
Procurify Spending Cards are prepaid Visa debit cards (issued via Airwallex) linked directly to your domain. They allow teams to make business purchases while adhering to pre-set spending limits.
Card Types
Virtual Spending Cards: Best for online purchases and subscriptions. Card details (Number, Expiry, CVV, and PIN) are available immediately after issuance.
Physical Spending Cards: Required for in-person transactions. These function like standard debit cards and are shipped via DHL Express.
Key Financial Details
Foreign Exchange (FX) Fees: A 2.5% FX fee is applied to any transaction made in a currency other than your home currency.
Budget Integration: Card spend is captured within Procurify budgets. Note: Refunds are credited to the card but are not currently reflected in budget totals.
Cashback: Currently available only to customers in the USA.
Procedure: Setting Up the Procurify Financial Account [Admin]
Before funding cards, you must establish a dedicated checking account powered by Airwallex.
Navigate to Settings > Finance > Manage Financial Account.
Review the required information on the welcome screen and click Get Started.
Confirm your company Headquarters Address and click Continue.
Select Verify identity, enter your phone or email to receive a code, and enter the code to verify.
Enter your Employer Identification Number (EIN), business phone, and a brief product description.
Enter the Business Representative details (Name, DOB, Home Address, and SSN).
If applicable, enter information for any Business Owner with 25% or more ownership.
Review and accept the Airwallex terms and Services Agreement, then click Submit.
Procedure: Onboarding as a Cardholder [User]
All new users must complete a Know Your Customer (KYC) identity verification. Users are notified via email, in-app tasks, or mobile push notifications.
Initiate Setup: Click the notification link and select Set up account.
Submit Personal Details: Enter your Legal first name, Legal last name, Date of birth, and Mobile Phone Number.
Accept Terms: Agree to the terms for Procurify and Airwallex, then click Submit for review.
Identity Verification: If the status shows More information required, click Continue setup to upload documentation.
Regional Identification Requirements
Acceptable documents must be valid, unexpired, and provided as clear photos (front and back).
Region | Acceptable Documents |
United States | • Driver's License • National ID Card • Medicare Card • SSN Card • ITIN Card |
United Kingdom | Driving license or Passport |
Eurozone | Driving license or Passport |
China | National ID Card |
All Other Countries | Passport |
Procedure: Ordering a New Spending Card [Admin]
Once a user is verified, an Admin can issue them a virtual or physical card.
Navigate to Spending Card > Manage Cards.
Click the Issue Card button.
Select the card type: Virtual Card (instant) or Physical Card (requires shipping).
Enter the Cardholder name and select it from the dropdown menu.
For physical cards, select a Shipping Address or click +Use Another Address.
Click Submit.
NOTE: Physical cards are delivered via DHL Express. Delivery takes 3–6 business days in the UK and 6–15 business days in the US. There is a limit of one physical card per Cardholder.
Procedure: Activating and Managing Cards [User]
Users must activate physical cards upon arrival, while virtual cards are ready for immediate use.
Activating a Physical Card
On the Web: Navigate to Spending Card > Physical Cards and click Activate card. Enter the last four digits and expiry date.
On Mobile: Tap the Card icon, select the Activate button, and enter the card details.
View PIN: Click the three-dot (...) menu on the card details page and select Show PIN.
Procedure: Requesting Card Funds (Top-Ups)
Before making a purchase, you must have an approved fund balance on your card.
On the Web:
Click + Request in the top navigation bar.
Select Virtual cards or Physical card funds.
Enter the amount and required details (marked with a red asterisk).
Select your Approver and click Submit.
On Mobile:
Tap the Card icon in the bottom menu.
Tap the Request button.
Enter the amount and fund name, then tap Next and Submit.
Procedure: Security and Digital Wallets [Admin & User]
If a card is misplaced or a project is paused, administrators or cardholders can temporarily disable the card
Locking and Unlocking Cards
Web: In Spending Card > Manage Cards, click the three-dot (...) menu and select Lock card.
Mobile: Tap the Card icon, select the card, and tap the Lock icon in the top-right.
Canceling a Card
Virtual Cards: Can be canceled by the cardholder via the Options menu.
Physical Cards: Must be canceled by a Procurify administrator.
Digital Wallets Cards can be added to Apple Wallet or Google Wallet for contactless payments via the mobile app settings.
Procedure: Reconciliation and Month-End [Admin]
NOTE: This feature is only available to select customers that have a US and UK bank account.
Reconciliation ensures every card transaction matches the correct Account Code and Receipt.
Navigate to Spending Card > Reconciliation.
Use filters (Date, Status, or Cardholder) to locate specific transactions.
Review the transaction details to verify the Account Code and the uploaded Receipt.
Select the transactions using the checkboxes and click Mark as Reviewed.
Exporting: To push data to your accounting system, select the reviewed items and click Export CSV.
NOTE: Transactions can take up to 3 days to move from "Pending" to "Captured." They will only appear in the Reconciliation section once they are "Captured."
Payment services are provided in the UK by Airwallex (UK) Limited, an electronic money institution authorised by the Financial Conduct Authority with registration number 900876.