Learn how to update your personal profile settings: email address, phone number, password, and bank information for reimbursements.
For: All roles on Spendesk. Some actions (bank detail updates after the first entry, role changes, approval policy changes) require an Admin.
Before you start
Requirement | Detail |
Role | Any role can edit their own email, phone number, and password. Only Admins can modify bank details once added, or change a user's role or approval policy |
HR integration | If your company has an HR system (HRIS) connected to Spendesk, email and bank detail changes must be made in your HR tool — they sync automatically and the in-app options won't appear |
Platform | Email changes are only available on the desktop version of Spendesk |
👥 Only Admins can update bank details once they've been added, and only Admins can change your role or approval policy.
Access your profile
To edit your profile information, navigate to your profile:
Click on your Avatar = Profil in the bottom-left corner of Spendesk.
Select My Profile.
Edit your email address
Note: This feature is only available on the desktop version of Spendesk.
Note: This feature is only available if your company does not have an HR system (HRIS) integrated with Spendesk. If a HRIS integration is active, email changes must be made directly in your HR tool, as they will automatically sync to Spendesk. The Request email change button will not appear in that case.
How to request an email change
Go to My Profile (click your avatar in the bottom-left corner of Spendesk, then select My Profile).
Click Request email change.
A pop-up will appear:
Your previous email address is pre-filled for reference.
Enter your new email address in the provided field.
Click Send for approval.
Identity verification (MFA)
Because this is a sensitive action, Spendesk will ask you to verify your identity before the request is submitted. You can authenticate using one of the following methods:
Authenticate on mobile via the Spendesk app
SMS code sent to your registered phone number
Authenticator app (e.g. Google Authenticator)
After submission
Once your identity is verified, you will see the following confirmation:
Email change pending approval
Your email will be updated to the following address once approved: [your-new@email.com](mailto:your-new@email.com)
The approval process depends on your role:
For all users (except Account Owners): one of your company's Administrators or Account Owner will review and approve or reject the request.
For Account Owners: the request will be reviewed directly by the Spendesk team.
Your email address will only be updated once the request is approved.
Edit your phone number
How to update your phone number
Go to My Profile (click your avatar in the bottom-left corner of Spendesk, then select My Profile).
Click on the Security tab.
Next to your phone number, click Edit.
You will receive an email. Click the Update your phone number button in the email.
Confirming your new phone number
Clicking the link in the email will redirect you to Spendesk, where a pop-up will appear asking you to confirm your phone number:
Select the country code and enter your phone number.
Click to confirm. A security code will be sent via SMS to the number you entered.
Entering the security code
Enter the code received by SMS to confirm your new phone number.
Confirmation
Once the code is validated, you will see:
Phone number activated - You are now able to confirm operations requiring security.
Your phone number is now updated and active.
Important: Your phone number is linked to your Spendesk card and will be used for 3DS confirmation texts. Keep it up to date to avoid payment issues.
You can also update your mobile phone number directly from the Spendesk mobile app.
Edit your password
You can initiate a password reset in two ways:
From your profile:
Go to My Profile.
Click on the Security tab.
Click Reset my password.
From the login page:
Go to the Spendesk login page.
Click Forgot password? on the password line.
Enter your email address and click to confirm.
Both options will send you a password reset email. Then follow the steps below.
From your inbox:
Open the email you received from Spendesk.
Click the Choose your new password button.
Set your new password:
Enter your new password twice. Make sure both entries match and that your password is at least 15 characters long.
Once confirmed, you will see:
Reset your password
Your password has been successfully updated!
Click Log me in to Spendesk to access your account.
Note: If you log in via Gmail, Microsoft, or SAML SSO, password reset is managed by your identity provider, not Spendesk. Contact your IT team for assistance.
Add or update your bank information
Bank information is used by Spendesk to reimburse your expenses. This option is available if your company has enabled "Reimburse via Spendesk" or XML SEPA.
For employees: adding your bank details
Navigate to My Profile from the desktop version or the mobile app.
Go to the Bank details section.
Enter your IBAN in the provided field.
Make sure your IBAN matches your Spendesk wallet currency (see examples below).
Avoid special characters in the Account holder name field, as they may cause the bank details to be rejected. For example: if your name is Michèle, enter Michele.
For admins: updating an employee's bank details
Once bank details have been added, only Admins can modify them for security reasons.
Go to Settings > Members in the Spendesk admin portal.
Select the employee's profile and make the necessary changes.
Note: If Spendesk is integrated with your company's HR system, bank detail updates should be made in the HR tool, as they will automatically sync to Spendesk.
IBAN and currency compatibility
Your IBAN must be compatible with your Spendesk wallet currency to ensure seamless reimbursements.
Wallet currency | Compatible IBAN type |
EUR | Any SEPA-country IBAN (e.g. French, Spanish, German) |
GBP | British IBAN |
USD | US bank account details |
Examples:
✅ EUR wallet + French IBAN: compatible
✅ EUR wallet + Spanish IBAN: compatible
❌ USD wallet + German SEPA IBAN: not compatible
❌ USD wallet + Canadian bank details: not compatible
Note: In some cases, no SWIFT/BIC field is shown. This means the transaction does not require one.
Understand your approval policy
You can view your spending rules and approval thresholds from your profile page. However, you cannot edit these settings yourself unless you also have the Admin role.
To learn more about how approval policies work, see Understand your approval policy.
Your roles on Spendesk
Your role in Spendesk determines what actions you can take. You can view your current role from your profile page, but you cannot change it yourself. An Admin must update your role for you.
To learn more about what each role can do, see Understand roles and permissions.
Troubleshooting
Symptom: You can't order a card for an employee, or the employee can't receive one.
Cause: The employee's profile is missing required information, most commonly their phone number, or in some cases date of birth, place of birth, or country of birth.
Resolution:
Open the employee's profile (Settings > Organisation > Members) or ask the employee to open My Profile.
Check that the phone number field is completed.
Check the birth date, birth city, and birth country fields, if shown, hover the info icon next to each field for details.
Save the profile and retry ordering the card.
Symptom: You can't find an option to remove your phone number entirely, even after switching to an authenticator app.
Cause: Self-service phone number removal is not currently available in the Security settings.
Resolution: Contact our support team via chat or email. They can review your request and advise on next steps.
Symptom: You receive an SMS or call asking you to confirm a phone number change or share a verification code, and you did not request it.
Cause: This may be a phishing or SIM-swap attempt targeting your Spendesk account.
Resolution:
Do not click any links or reply to the message.
Do not call the number provided in the message.
Do not share any verification codes or personal information.
Report it to our support team via chat, and delete and block the message or number.
Symptom: Your bank details were rejected when added to your profile.
Cause: Special characters in the "Account holder name" field, or an IBAN that doesn't match your Spendesk wallet currency.
Resolution:
Remove special characters from the account holder name (for example, enter "Michele" instead of "Michèle").
Confirm your IBAN matches your wallet currency using the compatibility table above.
Resubmit your bank details.
FAQ
Can I change my own role or approval limits?
No. Only an Admin can update your role or approval policy. Contact your company's Admin or Account Owner.
Why can't I edit my bank details after adding them?
For security reasons, only Admins can modify bank details once they've been added. Contact your Admin.
Can I remove my phone number from my account?
Self-service removal isn't currently available. Contact our support team via chat.
Why was my email change request rejected or delayed?
An Admin or Account Owner reviews every email change request and can approve or reject it. Contact them for details.
What if my company uses an HR system (HRIS)?
Make email and bank detail changes in your HR tool instead, they sync automatically to Spendesk, and the in-app options won't appear.