Get practical tips to use your single-use virtual card smoothly and avoid common payment issues.
For: All Spendesk users who request or manage single-use virtual cards.
Before you start
Any employee with card request rights can create a single-use virtual card. No special role is required to follow this guide.
Single-use virtual cards are valid for one month after creation (until the end of the following month) for EEA accounts, and valid for 3 years for UK accounts.
Single-use virtual cards are not available for recurring or multi-merchant payments, use a recurring virtual card or multi-use virtual card instead.
Using virtual cards on Amazon
For purchases on Amazon, we recommend using a physical card or a multi-use virtual card instead of a single-use virtual card.
Pro tips for Amazon purchases:
Ensure the cardholder name matches the name of the Amazon account owner.
Use the billing address associated with your Spendesk card (this is your company's billing address).
Keep your Spendesk mobile app updated to ensure smooth 3D Secure (3DS) verification.
If a payment fails on Amazon, one of these factors is often the cause.
Book hotels and accommodation
Single-use virtual cards are valid for only one month, so they may not work for trips booked far in advance. Many hotels and service providers require the payment card to stay active during your stay, to cover extra charges or adjustments.
Our recommendation: Use a multi-use virtual card for bookings made in advance.
Multi-use virtual cards let you set a fixed budget and a specific end date (up to 4 years), ideal for a single trip or short-term project. Available on UK and EEA entities only.
You cannot edit the budget of a single-use virtual card
Once created, the budget of a single-use virtual card cannot be edited or reduced. If the amount is incorrect:
Delete the existing card.
Create a new card with the correct amount.
You cannot extend the expiry date
Single-use virtual cards are valid for one month to minimize the risk of misuse and fraud. Extensions are not possible.
⚠️ Warning: Deleting or letting a single-use virtual card expire is permanent. You cannot reactivate or reuse it, even if a payment is refunded.
Troubleshooting
Symptom: A single-use virtual card payment is declined on Amazon or another online merchant, even after following the tips above.
Cause: The most common causes are insufficient card budget (including a small test authorization of 1–2 EUR some merchants run first), an incorrect billing address or cardholder name, or incomplete 3D Secure (3DS) verification.
Resolution:
Check the card's available budget under Expenditures > Requests.
Confirm the billing address and cardholder name match your Spendesk card details exactly.
Complete the 3DS prompt in the Spendesk mobile app when asked.
If the payment is in a foreign currency, request a new single-use card with about 6% extra budget to cover FX fees. See Reasons for failed payments for the full list of decline reasons.
Symptom: A payment fails specifically on a gift card or voucher website.
Cause: Spendesk's banking partners often block payments to merchants that specialize in gift cards or vouchers, as part of their fraud-prevention rules.
Resolution: Try paying with PayPal (by adding your Spendesk card to your PayPal wallet), use a recurring virtual card instead of a single-use card, or attempt the purchase on a different website.
Symptom: After using a single-use virtual card, it's no longer visible under Cards, and you can't retrieve its Payment Password for a follow-up step (e.g., a second 3DS attempt).
Cause: Once a single-use card is used, it stops appearing as an active card because it has fulfilled its purpose.
Resolution: Your Payment Password is the same across all your Spendesk cards (4 capital letters), use it directly at checkout without opening the card's details page.
Symptom: A new single-use card immediately shows a "monthly spending limit exceeded" error.
Cause: Single-use cards are designed for exactly one transaction. If the original transaction failed or was canceled, the card can't be reused for a new attempt.
Resolution: Create a new single-use virtual card for your transaction. If you suspect a card was compromised, block it immediately in Spendesk.
FAQ
Can I retry a declined single-use card payment right away?
Yes. A declined payment doesn't use up your card's budget, so you can retry immediately after fixing the cause of the decline.
Why can't I see my single-use card in the Cards tab anymore?
Once a single-use card has been used for a payment, it no longer appears as an active card — check Expenditures > All expenses for its payment history instead.
Can I use a single-use virtual card for a subscription or recurring payment?
No. Use a recurring virtual card instead — single-use cards are designed for one-time purchases only.
What happens if my single-use card isn't charged before it expires?
The card closes automatically after a period of inactivity and can no longer be used. Request a new single-use card to complete your purchase.