When to use them
By default, Spendesk users usually carry out purchases by using a Single-Use Card. However, you can (and should) use a Recurring Payments card if you are paying:
for a recurring service (i.e. a Linkedin subscription or Intercom, etc.) of one supplier at a time only,
for recurring payments for the same supplier (train tickets, hotel rooms, Apple supplies...),
if your card is meant to be charged several times by different merchants (on the same supplier's website) for the same purchase / order (ex: on marketplaces)
The danger of using 1 card for several recurring suppliers is that :
it makes it harder to track the real supplier after payment (raising fraud questions and/or a loss of time for the user and finance teams),
the card limits expire quicker, resulting in blocked services on important websites to your company, due to unpaid subscriptions for cap reached.
Therefore, we highly encourage you to create 1 card per supplier!
Technical information (lifespan, use, pause/edit/delete)
Recurring payments cards are valid for a period of 4 years from the date of creation.
Most merchants don't ask you to add your card information every month, once should do in the majority of cases, often verified via 3DS.
They can be used several times in the month, until the monthly budget is reached.
At the beginning of each month, card budgets are reset automatically to ensure that all cards have sufficient funds according to their monthly budget.
You can edit your recurring budget at any time according to your spending needs.
You can easily pause any recurring card, reactivate it, or even remove it whenever you want. To do so, click on the card then Edit card and the option you need. Any recurring payment card you remove is permanently deleted.
Important 🚨 : If you are using a recurring card, our banking partner has applied a threshold. Above 500€, even if the merchant has requested an exemption of 3DS for recurring payments, they will be declined if the user doesn't confirm via 3DS.
Request and use
Click on New Request > Request a Virtual Card > Recurring
Fill out the request form accordingly
Don't forget to mention the monthly price (or budget) of your recurring payment. Otherwise, you can set a high budget to encompass your upcoming spending.
Your card request will be either validated automatically or by your Admin (depending on your approval policy, which is explained in your profile under your personal information).
👉 Recurring cards are valid up to 4 years and give the user the ability to make multiple payments within a given budget that they can amend independently.
If the card is created in July 2021, it's valid until July 2025.
↪️ Once your card is accepted, go to the website and copy the card's details (name, numbers, expiry date, cvv code, billing address) to the payment form, as you would with your own personal card.
Where can I view my subscription card?
If you have viewed the card numbers at least once, you'll find your subscription card in the Subscriptions tab.
If you haven't checked the card's details yet, you'll find the card in the Requests tab.
If you cannot find the subscription tab on these tabs, it means that it's been cancelled.
Reload a subscription / edit its budget
There are several options:
ask for a budget raise in Subscriptions > your card > Manage Subscription > Edit budget
ask for the budget to be lowered in Subscriptions > your card > Action > Edit budget (no approval needed).
If your card budget should have been reset and wasn't, contact support@spendesk.com.
Yearly subscriptions
For yearly subscriptions, we generally advise using a recurring payments card even if you cannot set up a yearly reload (only monthly reload available at the moment).
After paying with your recurring payments card, once the payment has been settled and appears under the "Payments" tab, you can tick the box matching your payment and select Pause to pause it. It prevents reloading the recurring payments card automatically next month and allowing new funds from your budget to go towards this subscription.