Need a hand?

How do card auto-freeze rules work?

Card auto-freeze rules are time limits set for expense submissions. Adding an auto-freeze time limit to expenses encourages your team members to stay organised and submit their expenses on time, reducing the need for your finance team to chase overdue expenses. Once the auto-freeze rule is enabled:

• Cardholders have 7, 14, or 30 days to submit the expense after a purchase. Cardholders can view their auto-freeze rule in their card's settings
• Cardholders will receive a notification 24 hours before their auto-freeze deadline to remind them to submit their expense

• If an expense becomes overdue, the cardholder will be notified that their card is frozen and payments will be declined until they submit their overdue expenses
• Once all overdue expenses are submitted, the card is automatically unfrozen, unless an admin explicitly locked the card

Set up card auto-freeze rules for expenses

You can apply auto-freeze to groups of cards via your spend programs, or set individual auto-freeze rules to single cards. You'll need the manage cards permission to set this up.

• Go to 'Cards'on the main menu
• Access the 'Spend programs' sub-menu
• Select a spend program or create a new one
• In the 'Expenses' category, click 'Auto-freeze cards' and set an auto-freeze time limit

All team members with cards assigned to this spend program will now have to submit their expenses within your chosen time limit. Otherwise, their card will be frozen.

Set up auto-freeze rules to individual cards

• Go to 'Cards' and select a card
• Select 'Settings'
• Under Expenses, click 'Auto-freeze cards' and set an auto-freeze time limit

Likewise, individual cardholders will have to submit their expenses within the time limit to avoid their cards being frozen.