Who is Expend for?
Expend is for anyone who would like to save time, hassle and money on their business expenses! I’ve you’ve ever been frustrated by having to save receipts, fill in claim forms, wait ages for reimbursement or not know how much is being spent then we think Expend will help you.
How do I sign up?
The process is simple. Sign up here!
1. To sign up you will need a registered company, address, and proof of ID.
2. Complete your personal, business and billing information. Don’t worry! You will not be charged until after your 30-day free trial ends.
3. Log in to the web dashboard, order cards for yourself and your team members. Team members will have to confirm their details before the order is processed.
4. Once your cards are ordered you can relax until they arrive! You can also download the accompanying Expend mobile app from either the iOS AppStore or Google Play.
Can I open an account without a UK address?
How long will it take for me to receive my Expend card?
Cards are typically delivered the next working day but may take longer.
Do I have to activate my Expend card?
Yes. There are two simple steps to full activation of your Expend card:
1) Activate it within the Cards section of your Expend mobile app.
2) Complete the first card transaction using your chip & PIN. (See our Help Guides for more info).
I don’t work in the UK, can I still use Expend?
Where can I use Expend?
Expend can be used Worldwide, wherever MasterCard is accepted.
How does the free trial work?
The free trial starts when you first activate your Expend card or when 3 days have elapsed after ordering your card, whichever is sooner. The trial lasts for 30 days of use! It is a no obligation trial, so if Expend is not for you just let us know before the 30 days are up, and we’ll close your account without any fee. After this period ends you will be billed monthly according to the plan you selected during registration. Free trials are only applicable to your first 3 cards. Any additional cards will be charged at the standard rate. You can find pricing information here.
Is Expend a credit card?
No, we’re better as we offer more control, visibility and save you money! Unlike a credit card we don’t have the nasty fees, require a large banking facility or carry the risk of issuing a card with high credit limits to employees. Expend offers you more control and flexibility than this. Expend cards are technically prepaid debit cards. However, much like a traditional bank, you’re given an account number and sort-code. This is the account you top-up and the account your Expend cards are linked to.
What happens if I lose my phone?
Oh no! We feel your pain! Fortunately, you can also manage your account and expenses via the online dashboard.
What happens if I lose my card?
You can easily lock cards through the Expend dashboard and if you find the card again, simply unlock and continue using it! If it’s gone for good please contact us via our live chat so we can cancel it and issue you a replacement.
What are the advantages over a receipt scanner?
We save further time and hassle over receipt scanners by automating the transaction data capture and syncing it directly to your accounting software. There are many advantages to using Expend over traditional receipt scanners, we’ve written an article about some of them here.
Where is the money held?
Any funds placed on an expend card or account are held by our card provider – Prepaid Financial Services Limited (PFS). PFS Ltd. Is regulated and authorised by the FCA, therefore customer funds are segregated from Expend & PFS’s own and safeguarded by law from any claims by creditors in the unlikely event of insolvency.
Can I add new users?
Can I freeze a card?
Yes, you can freeze your own card and team administrators can instantly stop a card from being used within the dashboard. To cancel a card please contact us.
How do I top up the balance of our account and cards?
Simply put, you add funds to your float account. Your Expend cards are linked to this float account and funds can be allocated instantly to the cards within your organisation.
What if I need multiple cards but don’t always use all of them?
We have you covered! You can order multiple cards through the Expend Dashboard and take advantage of our flexible pricing policy. To take into account of you having multiple cards that aren’t always used we have an active user policy. This policy only takes effect on quantities of 4 or more cards and you must pay for the first month of each card ordered after your free trial. On your 4th and subsequent cards you are only charged a subscription when a card is actively used within your billing period. An active user is a cardholder who has had at least one transaction (any money movement) within a monthly billing cycle.
What is the float account?
The float account is the organisation’s main ‘pool’ for expenses. This is where all the funds are held that can then be allocated to individual employee Expend cards as necessary.
What support do you offer?
Can I go overdrawn using my Expend card?
In order to help you better control spending and reduce fees, you can only spend the available balance on your Expend card. If you have any special requirements please contact us.
Do you charge for ATM withdrawals?
To use the full data tracking power of Expend, we recommend paying directly with your card as much as possible. In the event you do need to use an ATM and are on a basic or business plan, Pro customers have four free withdrawals per month before we charge (£1 in the UK and £2 abroad). Please note some ATMs charge for their use. More details can be found on our pricing page.
What if I use my Expend card abroad?
You can use your Expend card worldwide! We’re proud to offer Zero markup on the core Mastercard exchange rate (find it here) with no foreign purchase fees to customers on our pro package. ATM withdrawals and other plans may incur fees though. For more details please read our pricing page, T&Cs and fair usage policy.
Are there other fees?
If you cancel before the 30-day free trial ends there is no charge for your Expend card. Check out our pricing page for info. However, there is a processing fee of £15 to refund any balance remaining on an Expend card that has been cancelled. For more details, you can read our pricing page and terms and conditions.
The Expend management dashboard and app
What is the Expend Dashboard?
The Expend Dashboard is a web portal designed to help you manage multiple Expend cards for members of your organisation effortlessly. It is especially useful for companies, accountants and managers who benefit from greater oversight and control.
How do I export my data?
Our integrations with popular accounting software packages offer the most efficient way of getting information filed into the right place, in the right way. However, if you also wish to export data somewhere else then it’s as simple as going into the app or dashboard and clicking export. You can export your expense data and statements in formats including CSV (Excel friendly).
What reports can I see?
The dashboard will give you insights into total spend, spend by card, year, month, day, team and much more! The reporting functionality is in constant development so if you’d like to see a reporting feature included please request a feature!
Do you integrate with my accounting software?
Expend offers automatic full integration with Xero. Sage, Quickbooks and FreeAgent are others are coming soon but you can still export your data in a useful format. You may wish to join one of our Beta programs for early access to our new integrations. If so, get in touch. For information on how to download CSV reports see our Help Guides.
Do I have to take a picture of my receipt?
We strongly recommend taking a picture of the receipt associated with a transaction as many companies will not process an expense claim without one. Additionally, if you do not attach a receipt Expend will automatically set the VAT to zero rate when sent to Xero.
I could not take a picture of my receipt straight away.
Don’t worry! You can always create your expense later by tapping on the transaction in your feed.
What about VAT?
VAT is an important consideration when making expense reports. Expend prompts users whenever a transaction has occurred and allows you to alter the submitted VAT rate if you wish to.
Can I set spending limits?
The Expend dashboard allows you to limit spending through the use of the float account and the management of balances on individual cards.
How does your Xero integration work?
We’ve made it as effortless as possible for you, and when we say real-time we mean it! Our mobile app communicates directly with Xero so when you spend money on your Expend card and it’s immediately accounted for! Once you create the expense it is also immediately reflected in Xero. We’ll even handle the reversal of transactions if you’re refunded. For more information see our dedicated Xero support section in our Help Guides portal.
Can I customise my categories?
Yes! We’ve made customising categories effortless for you. Simply use the Expend dashboard to change existing categories and add new ones and customise how they map across to Xero. For more detailed information on how to do this head on over to our Help Guides portal.