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Edit your profile details (bank information, phone number, email address, password...)

This article is for all roles on Spendesk. Learn how to edit Profile information.

Edit your profile details (bank information, phone number, email address, password...)

Learn how to edit your profile information.

For: All roles on Spendesk.

Access your profile

To edit your profile information, navigate to your profile:

  1. Click on your avatar in the bottom-left corner of Spendesk.

  2. 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

  1. Go to "My Profile" (click your avatar in the bottom-left corner of Spendesk, then select "My Profile").

  2. Click "Request email change".

  3. A pop-up will appear: your current 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 (for example, 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."

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

  1. Go to "My Profile" (click your avatar in the bottom-left corner of Spendesk, then select "My Profile").

  2. Click on the "Security" tab.

  3. Next to your phone number, click "Edit".

  4. 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:

  1. Select the country code and enter your phone number.

  2. 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:

  1. Go to "My Profile".

  2. Click on the "Security" tab.

  3. Click "Reset my password".

From the login page:

  1. Go to the Spendesk login page.

  2. Click "Forgot password?" on the password line.

  3. 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:

  1. Open the email you received from Spendesk.

  2. Click the "Choose your new password" button.

Set your new password:

  1. Enter your new password twice. Make sure both entries match and that your password is at least 15 characters long.

  2. 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

  1. Navigate to "My Profile" from the desktop version or the mobile app.

  2. Go to the "Bank information" section.

  3. Enter your IBAN in the provided field.

  4. Make sure your IBAN matches your Spendesk wallet currency (see examples below).

  5. 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.

  1. Go to Settings > Members in the Spendesk admin portal.

  2. 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 (for example, 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.

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