Support / FAQ

Cardlay platform

  • Who is Cardlay?

    Cardlay is Danish Fintech Company focused on business process automation. Cardlay’s software platform integrates Cards and Expense Management for increasing corporate insight and control and thereby reducing the strain on administrative and staff resources.

  • What is the Cardlay software platform and app?

    Cardlay is an integrated Cards and Expense Management platform for business process automation.

    Companies can issue, load and manage physical and virtual Mastercard® prepaid cards for business use. The intuitive, intelligent and automated Expense Management platform is fully integrated with the Cards Management Programme. The Cardlay App makes it possible to report expenses easy, instant and real time on the go.

    When employees use their Cardlay prepaid card they get an instant notification of card usage. All they have to do is to take a photo of the receipt, enter category, amount and submit. Managers approve expenses for instant reconciliation and finance department immediately has real time overview of transactions and approved expenditures.

    Company admins can issue, load, unload, top and even block/unblock cards. The business process automation solution can be managed via desktop or mobile for real time transaction overview and control.

  • How do Cardlay’s Business Process Automation benefit companies?

    Cardlay’s Cards and Expense Management platform leverage full integration of card usage, receipts, outlays and expenses;

    • Prepaid Cards & Expense Management Automation
    • Eliminates any back-and-forth discussions and demanding processes previously required to order and manage prepaid company cards
    • Enables employees to make purchases, verify and report expenses on the go
    • Simple, instant and real time Cards and Expense Management
    • Instant reconciliation, transparency, overview and control
    • Customised topping, block / unblock cards, change PIN etc. instantly
    • Increased security and control at minimum risk
    • Up to 80% time and money saved handling employees outlays and expenses
  • How do Cardlay’s Business Process Automation benefit employees?

    The business process automation enables employees to make purchases, verify and report expenses on the go;

    • Cards are loaded instantly and funds are available anywhere, any time
    • Real time overview of expenses, categories and funds available
    • No need for private outlays or covering company expenses on the go / at the office
    • Take a photo of the receipt, fill out relevant fields and submit. Or just upload the invoice as pdf
    • Save valuable time avoiding manually entering data to report outlays and expenses
    • Eliminate any back-and-forth discussions and demanding processes previously required in order to use and report expenses held on payment cards
    • Monthly reporting, spread sheets and hassle finding missing or lost receipts is no longer necessary
  • Which types of companies can benefit from Cardlay's platform?

    Most medium to large size companies, as well as government and NGO’s, can benefit from Cardlay’s business process automation. Especially companies;

    • With a large part of the employees holding entertainment expenses or travels on a frequent basis
    • That already has a lot of credit cards and employees with private outlays
    • With subsidiaries in different countries, branches, offices or decentralised spending cultures
    • That hasn’t got any cards and expense management platform using spreadsheets for reporting

    For governments and municipalities especially there’s a lot of new opportunities to make e.g. elderly homes, schools, homes for disabled or weak citizens completely cashless.

  • How is Cardlay different from other Cards & Expense Management solutions?

    Cardlay’s solution integrates Cards and Expense Management in an intelligent and intuitive platform offering real time overview of transactions and expenditures.

    Business process automation enables employees to;

    • Make purchases, verify and report expenses on the go
    • Attach receipts by notice for instant reconciliation and real time visibility
    • Save valuable time avoiding manually entering data to report outlays

    Cardlay’s automated reporting workflow enables bookkeepers and accountants to;

    • Approve, control and manage expenses faster and more efficiently
    • Real time transaction details are automatically populated into the Cardlay App
    • Expenses are automatically matched with receipts
    • Expense reports are generated and approved in seconds for complete financial overview
    • Data export to the most widely used ERP systems only takes a couple of minutes
    • Finance department will instantly experience reduced operation costs, faster expense management and increased efficiency
  • How is Cardlay's card program different from traditional company cards?

    Cardlay’s card program offers real time visibility on card transactions. The approach eliminates any back-and-forth discussions and demanding processes previously required to order and manage company cards. The card platform enables companies to;

    • Manage, activate, load and even block/un-block prepaid MasterCard® cards
    • Issue cards in EUR, USD, GBP, DKK, SEK and NOK matching where the cards will be used
    • Issue virtual MasterCard® cards in 30 seconds. Physical cards arrive by mail within 5-10 business days
    • Access virtual account functionality offering real time notifications on card usage
    • Track multiple transactions simple, fast and immediate
    • Ensure internal and regulatory compliance doing business in multiple countries
    • Save substantial time, effort and costs handling expenses
    • Avoid up to 1,5% in FX rates, improve efficiency, increase control and minimize corporate risk

Getting started

  • How does the sign up process work at Cardlay?

    It is easy to sign up for Cardlay. All you have to do is contact sales@cardlay.com and our sales team will support you getting started;

    • The company have to go through a simple due diligence process
    • The company receives a link in order to fill out an online form with company name, contact details and owner structure. This is necessary in order to ensure compliance with applicable anti-money laundering legislation, other regulations and regulatory requirements
    • It usually takes 5-10 business days from signing to getting access to the platform
    • As soon the sign up process is completed the company automatically receives access to the platform
  • Do employees have to submit any documents to be approved?

    No. When a company has finalized the Cardlay boarding process there is no need for submitting any other documents;

    • The Cardlay Admin issues physical and virtual cards directly to all employees
    • Virtual cards can be used instantly
    • Physical cards arrive by mail within 5-10 business days
  • Do companies have to install Cardlay software or hardware to get started?

    No. There’s no need to install any hardware or software to use Cardlay;

    • The Cardlay Admin is accessible online
    • The Cardlay App is available for download on the App Store and Google Play Store
  • Does a company need a new bank account to get started?

    No. Companies do not have to open a new bank account or go through the hassle of opening a new account each time a new card is needed. There is no interaction with the bank at all. Companies only have to load funds into to their trust account in NatWest (National Westminster Bank Plc).

  • How long time does it take to setup a Cardlay account?

    To setup a Cardlay for the first time usually takes a couple of weeks. Hereafter it only takes 30 seconds to issue a new card;

    • Due diligence process setting up account 5-10 business days
    • Access to Cardlay dashboard and load main account
    • Set up main account is very easy
    • Issue physical and virtual cards within 30 seconds
    • Virtual cards can be used immediately
    • Physical cards arrive by mail within 5-10 business days
  • How soon can cards be issued to employees?

    As soon as the company has received access to the Cardlay platform, and the main trust account has been loaded, cards can be issued immediately. Usually it takes a couple of weeks after sign up. For an on going business it only takes 30 seconds to issue a new Mastercard® prepaid card.

  • What are the costs using Cardlay's platform and app?

    Issue new card €10 per physical or virtual card

    Monthly fee is €7 per card
    FX fee* International  2 %
    ATM (Cash fee) – 2% min. €5
    Load fee  trust account only 0,15 %
    POS Fee ** International  €0,5

    *The FX cost fee is only applied when paying in another currency than the issued cards currency
    **The fee of €0,5 is a POS fee cost when paying in another currency than the issued cards currency

  • How many currencies can be used on the platform?

    Cardlay prepaid Mastercard® cards can be issued in EUR, USD, GBP, DKK, SEK and NOK matching where the cards will be used.

  • Where can companies and employees download the app?

    The app is available for download on the App Store and on the Google Play Store.

  • Does it take any training before using the Cardlay Admin?

    No. It doesn’t take any training to set up and use the Cardlay Admin;

    • Design and user interface is very intuitive and intelligent
    • Using the platform for the first time Admin has to fill in relevant data e.g. company name, entities, branches
    • As soon as the basics has been filled in and the main account has been loaded Admin can start issuing cards
    • It takes less than a minute to issue physical and virtual cards
    • Virtual cards can be used within seconds. Physical arrive by mail within 5-10 business days
    • Cardlay has developed a lot of tutorial videos showing how to set up and use the platform for the first time
  • Does it take any training to use the Cardlay App?

    No. It doesn’t take any training to use the Cardlay App;

    • Design and user interface is very intuitive and intelligent
    • As soon as the Cardlay App has been downloaded take less than a minute to submit the first expense
    • Cardlay has developed a lot of tutorial videos showing how to use the App
  • Which functionalities have the Cardlay App?

    The Cardlay App leverage a lot of functionalities;

    • Purchase, receive app notification, take a photo of the receipt and attach for instant reconciliation
    • Check real time card balance and available funds anytime, anywhere
    • Block and unblock cards real time in case the card is missing, lost or stolen
    • Stay flexible on the go and integrate travel expenses and VAT into expenses
    • Automated reporting workflow increases productivity / time saved handling receipts by up to 80 % per transaction
  • Does the Cardlay App function on all mobile devices?

    The Cardlay App can be used on all iOS and Android smartphones. The Cardlay App is not available for Windows phones

  • What is the support provided by Cardlay?

    Cardlay offers support in many ways;

    • Setting up the system for the first time Cardlay’s sales team will support you getting started on the software platform and app
    • If necessary Cardlay support team will pay your company a visit to make sure everything is in order meeting your specific needs
    • For minor requests send an mail to support@cardlay.com
    • Cardlay has developed a lot of tutorial videos showing how to set up and use the software platform and app

Cardlay Admin

  • Does our company need a new bank account to get started?

    No. Companies do not have to open a new bank account or go through the hassle of opening a new account each time a new card is needed. There is no interaction with the bank at all. Companies only have to load funds into to their trust account in NatWest (National Westminster Bank Plc).

  • Where is our company funds held?

    When companies are loading their Cardlay trust account, the money will be held in a bank account at NatWest (National Westminster Bank Plc).

  • Who is the owner of the trust account?

    Your company is the owner of the trust account at NatWest. Cardlay A/S is a software provider.

  • How does a company load the corporate main account?

    The receiver is; Transact Payments Ltd. NatWest International, 57 Line Wall Road, PO Box 707, Gibraltar. Write your company name. Please include the reference number.

  • Can our company load cards from our existing bank account?

    No. It is not possible to load your Cardlay trust account from your existing bank account.

  • Which bank is used loading the corporate main accounts?

    Loading the main corporate account, the money will be held in NatWest (National Westminster Bank Plc). NatWest is owned by The Royal Bank of Scotland Group (RBS). The UK Government is the majority owner of RBS and NatWest. Credit ratings assigned to National Westminster Bank (NatWest) as good (BBB+, as of April 2016).

  • Which ERP systems are integrated to the Cardlay platform?

    Cardlay’s platform is fully integrated with most accounting systems. Also Cardlay’s cloud engine can export data instantly through its API or by CSV or XML files.

  • Is it possible to use the platform in company subsidiaries abroad?

    Yes. As long as the head quarter is situated in the SEPA area the platform and app can be used in all subsidiaries.

  • Are the Cardlay Admin and App accessible globaly?

    Yes. The online platform is accessible and the app works from all over the world.

  • Does employees still have to do expense reports using Cardlay?

    Yes. But using the Cardlay App makes it much easier, faster and real time. There won’t be any future need for monthly spreadsheets reporting.

  • Can employees submit private expenses via the app?

    Yes. Employees can submit private expenses via the app. Press the blue hexagon a few seconds and the golden hexagon for submitting private outlays emerge.

  • What are the card spending limits?

    Cardlay Terms & Conditions and Cardholder Schedules are provided to you when your company signs up. Contact sales@cardlay.com for further enquiries.

  • Which document formats does the platform support?

    The Cardlay Admin platform and Cardlay App supports photos and pdf files.

  • For how many years are company receipts stored?

    According to accounting legislation the company receipts are stored for five years.

  • Are photos accepted by accountants and regularly authorities?

    Yes. Accountants and regularly authorities accept photos as documentation.

  • What does pre-authorized or pre-auth mean?

    Sometimes merchants pre-authorize funds on payment cards. A card pre-authorization is much like any other charge to a card, except instead of actually debiting funds from the cardholder there’s just put a temporary “hold” on the funds. The actual duration of the hold depends on the merchant classification code (MCC code).

    When a transaction is pre-authorized the funds are blocked on the card for a period of up to 15 days and the transaction will appear pending. When the merchant settles the transaction the funds are unblocked and debited the card and the transaction status changes to settle. Authorized transactions are usually settled within 3 to 4 business days.

    Some hotels pre-authorize up 20-25% more than the room fee. Be aware of this and make sure there are enough funds available on the cards.

Cardlay Cards

  • Where can Cardlay prepaid cards be used?

    Virtual cards can be used for any business related online purchases.

    Physical cards can be uses for in-store payments, hotels, car rental etc. just like other payment cards. Cardlay Mastercard® prepaid cards can be used at more than 36 millions of locations worldwide and everywhere you see the Mastercard Acceptance Mark.

  • Why is Cardlay’s solution offering prepaid cards?

    Unlike credit cards, prepaid cards has a lot of advantages;

    • Reloadable prepaid cards offer a secure payment option
    • Real time notifications / alerts on every transaction
    • Employees can only spend the amount loaded onto the card
    • Daily / restricted topping, unload, block and cancel anytime real time
    • No overdraft facility, no interest charges and no APR
    • Not necessary to link to a bank account or credit card
    • Allows more customisable MCC control / management
  • Does Cardlay provide a credit card solution?

    No. Cardlay does not provide a credit card solution at the moment. The platform is based on Mastercard® prepaid cards.

  • Who is the card issuer?

    Cardlay prepaid cards are issued by Transact Payments Limited (TPL), pursuant to license by Mastercard International Inc. TPL provides tailored payment solutions to trade finance partners.

  • Is it possible to have a multicurrency card?

    No. Issue cards in EUR, USD, GBP, DKK, SEK and NOK matching where the cards will be used.

  • How long does it take to receive the cards?

    Physical cards are shipped from London. It typically takes 5-10 business days before the cards arrive. Cards can be delivered express on request.

    Virtual cards can be used immediately after they are issued.

  • What do I do if the cards are not arrived within 15 business days?

    Unfortunately you must declare the card lost, stolen or damaged in Cardlay Admin, and order new cards.

  • Do you pay a monthly fee for an in-active card?

    No, You pay for active cards, only.

iOS App

  • Which functionalities have the Cardlay App?

    The Cardlay App leverage a lot of functionalities;

    • Purchase, receive app notification, take a photo of the receipt and attach for instant reconciliation
    • Check real time card balance and available funds anytime, anywhere
    • Block and unblock cards real time in case the card is missing, lost or stolen
    • Stay flexible on the go and integrate travel expenses and VAT into expenses
    • Automated reporting workflow increases productivity / time saved handling receipts by up to 80 % per transaction
  • Does it take any training to use the Cardlay App?

    No. It doesn’t take any training to use the Cardlay App;

    • Design and user interface is very intuitive and intelligent
    • As soon as the Cardlay App has been downloaded take less than a minute to submit the first expense
    • Cardlay has developed a lot of tutorial videos showing how to use the App
  • Does the Cardlay App function on all mobile devices?

    The Cardlay App can be used on all iOS and Android smartphones. The Cardlay App is not available for Windows phones

  • Is it possible to submit private expenses via the app?

    Yes. Employees can submit private expenses via the app. Press the blue hexagon for a few seconds and the golden hexagon for submitting private outlays emerge.

  • How do I submit a private expense?

    Press the blue hexagon for a few seconds and the golden hexagon for submitting private outlays emerge.

Android App

  • Which functionalities have the Cardlay App?

    The Cardlay App leverage a lot of functionalities;

    • Purchase, receive app notification, take a photo of the receipt and attach for instant reconciliation
    • Check real time card balance and available funds anytime, anywhere
    • Block and unblock cards real time in case the card is missing, lost or stolen
    • Stay flexible on the go and integrate travel expenses and VAT into expenses
    • Automated reporting workflow increases productivity / time saved handling receipts by up to 80 % per transaction
  • Does it take any training to use the Cardlay App?

    No. It doesn’t take any training to use the Cardlay App;

    • Design and user interface is very intuitive and intelligent
    • As soon as the Cardlay App has been downloaded take less than a minute to submit the first expense
    • Cardlay has developed a lot of tutorial videos showing how to use the App
  • Does the Cardlay App function on all mobile devices?

    The Cardlay App can be used on all iOS and Android smartphones. The Cardlay App is not available for Windows phones.

  • Is it possible to submit private expenses via the app?

    Yes. Employees can submit private expenses via the app. Press the blue hexagon for a few seconds and the golden hexagon for submitting private outlays emerge.

  • How do I submit a private expense?

    Press the blue hexagon for a few seconds and the golden hexagon for submitting private outlays emerge.

Cardlay Security

  • How secure is the platform storing data?

    Cardlay is PCI DSS certified and offers the highest security level possible storing cardholder data. Data is protected by encryption and is stored in a PCI DSS compliant data center.

    The Payment Card Industry Data Security Standard (PCI DSS) is a set of security standards designed to ensure that ALL companies that accept, process, store or transmit credit card information maintain a secure environment.

  • What is the PCI DSS 3.2 security standard?

    The Payment Card Industry Data Security Standard (PCI DSS) is a proprietary information security standard for organizations that handle branded credit cards from the major card schemes including Visa, MasterCard, American Express, Discover, and JCB. The PCI Standard is mandated by the card brands and administered by the Payment Card Industry Security Standards Council.

    The standard was created to increase controls around cardholder data to reduce credit card fraud. Validation of compliance is performed annually, either by an external Qualified Security Assessor (QSA) or by a firm specific Internal Security Assessor (ISA) that creates a Report on Compliance (ROC) for organizations handling large volumes of transactions, or by Self-Assessment Questionnaire (SAQ) for companies handling smaller volumes.

    Read more on https://www.pcisecuritystandards.org

  • What does Cardlay do to prevent fraud?

    Cardlay has a lot of build in security facilities to prevent fraudulent activity;

    • Use of Bancorp Banks infrastructure
    • Mastercard® prepaid cards are issued by Transact Payments Limited
    • Cooperation with world wide recognized custodian banks
    • Well established Due Diligence Process – KyB / KyC boarding process automation
    • Use of Mastercard International Inc. AML (Anti-money laundry) services
    • Established formal Security Policy, Incident Response Plans and Procedures to prevent, detect and report fraudulent activity
    • Offers continuously internal security and compliance training
  • What does Cardlay do to project against fraudulent activities?

    To protect companies and their employees against fraud Cardlay invests in;

    • PCI DSS certification to be security compliant
    • Continuous Penetration Testing and Vulnerability Scanning by ASV
    • Risk minimization developing software platform and app
    • Instant notifications on card usage, transactions and expenses
    • Real time block / unblock / cancel cards, change PIN and overview
    • Restrict and secure access to cardholder data environment (CDE)
  • Where are company and cardholder data stored?

    Company and cardholder data is protected by encryption and is are stored at a PCI DSS Level 1 compliant data center.

  • What happens if the system goes down?

    In rare occasions it is not possible to access Cardlay Admin or Cardlay App. This is usually due to system maintenance or software and application upgrades.

    In case the system is not accessible all customer data will still be intact and stored.

Just Better Business

Every routine job in a company that can be optimized, should be so. First for the optimization of ressources which will be highly valuable for just that, but second to release strong (and probably expensive) employees to build value with their worktime. The processes can be cut to near 0 ressource use, by automated approvals based on the company rules for expenses. We call that… Just Better Business