Monitor card transactions

Required user role Process Transactions

Overview

The Cards section of the Tipalti Hub allows you to manage the lifecycle of card transactions. It displays a list of all card transactions in the system and provides a detailed view of each transaction.

Under the Expense card transactions tab, you can view and manage all your Expense cards, as well as update transaction types or payees.

Under the Bills card transactions tab, you can view and manage all your Bills cards, as well as update transaction types or payees. 

All card transactions are linked on the Sync monitoring screen.

The following table describes the transaction fields.

Transaction statuses

The available transaction statuses are:

• Pending review — Settled transactions that require action from the Finance Team before they are marked as completed.
• Completed —Transactions that don't require further review from the Finance team and can be posted to the ERP. Transactions move to Completed automatically when Require receipts for all transactions and Require finance team review are both unchecked on the card and no mandatory coding fields are missing.
• Declined — Transaction authorization requests that were declined by Tipalti, usually because the transaction amount exceeded the card’s budget.
• In process — Transactions that were not settled yet (i.e., only authorized).
• Expired — Authorization requests that were canceled (e.g., hotel insurance).
• Pending employee — Settled transactions that are pending a receipt, employee review, or the employee needs to add more details to the transaction fields.

The card transaction table is also fully customizable; you can filter by cardholders, status, and card type (virtual or physical). You can also select or hide columns, change the column order for a more tailored view, and export data for reporting needs.

Transaction details pane

The "Transaction details" right pane displays the details pertaining to the transaction. It's divided into two sections:

• General section, which lists information such as:
  • The name of the payee and the merchant
  • The transaction amount in merchant currency
  • The transaction amount in the card currency (if different from merchant currency)
  • The receipt corresponding to the transaction, if any
  • The transaction date
  • The status of the transaction
  • RefCode
  • Payer entity, if you have multiple entities
  • Card last 4
  • Cardholder name

• Account details section, which shows the coding details related to the transaction:

  • The expense account
  • The AP account
  • Any defined custom fields (e.g., Department, Location)

  If you are assigned the Process transaction role, you can edit any of these fields when the transaction is in Pending Review status..

Export card transactions

Required user role View Cards

You can export filtered card transactions to CSV files, enabling you to create detailed spend analysis, audits, and offline backups for compliance.

Simply click on the CSV icon at the top of the card transaction table, and select Export all columns or Export displayed columns.

Your CSV file will be downloaded with the filtered transaction data.

Policy warnings on card transactions

You can apply policy rules (e.g., ‘Receipt deadlines’, ‘Spend limits’) to both expenses and card transactions, helping you flag out-of-policy spend sooner.

If your organization has expense policy rules configured, a warning icon appears in the card transaction side panel when a transaction violates a rule — for example, a meal over your set limit or a missing receipt. The warning includes a short explanation of the violation.

Policy warnings don't block or decline the transaction. They flag it for review after it occurs.

Please note, policy warnings on card transactions are only available for payers who have a mapping between categories and an expenses account. To set up, create categories and add them to your policies per entity in Expenses settings.

Common questions