With Q-Card you can set up your own checkpoints and real-time authorizations to manage your online expenses. Q-Card complies with built-in global regulations and compliance standards.

Q-Card's virtual cards are comparable to debit cards that are pre-financed by you. The financing of your Q-Cards is done in the Q-Card App from your underlying business bank account(s).

Please ensure that you have added the Q-Card to your digital phone wallet. When being asked to pay, open the Q-Card in your phone wallet (Apple or Google wallet) and hold or tap the card on a contactless-enabled card reader. Do not try to pay with the Q-Card from the Q-Card mobile application directly. The payment must be done from the digital wallet.

Google wallet: You can tap and pay with other cards that aren't your default card. Open the Google Wallet app. At the top of your card, swipe from the right edge of the screen to left until you find the card that you want to use. Hold the back of your phone against the payment terminal.

Apple wallet: To use a different card, tap your default card to see your other cards. Tap a new card and authenticate. Hold the top of your iPhone near the contactless reader until it is done and a checkmark appears on the display.

Yes, you can use the Q-Card in other countries. Only a list of limited countries are refused. For a full list of refused country codes, please reach out to our Customer Support.

Yes, Q-Card uses EDI or API integration to easily connect with accounting and ERP systems. Accurate, effective, and real-time cross-platform financial management is made possible by this integration, which facilitates seamless data synchronization and automatic payment reconciliation.

Q-Card provides several advantages for controlling travel expenses, such as:

1. Cards that are pre-funded with specific travel expenses
2. Increased security in contrary to actual cards
3. Monitoring and reporting expenses in real time
4. Increased awareness and control over travel expenditures

Yes, you can use the Q-Card in different currencies as well. The payment will be issued in Euro and conversion of the currencies is done by Adyen.

We believe in keeping it simple, and our main goal is to help your organization manage its tail spend effectively. Therefore, we believe that not all spending should go through a complicated purchase requisition process. Q-Card simplifies the way everyone within your company can make purchases in line with company policies.

1. Q-Card functions as a sub-administration for long-tail transactions.
2. Our Q-Card requests are equivalent to purchase requests.
3. Q-Card serves as a purchase order through a standard approval model but is integrated with a payment method that the request uses directly.

Naturally, our extensive integration capabilities ensure that all data, including coding and attachments, is automatically sent to the underlying ERP or bookkeeping tool.

Pre-Approvals: Q-Card requires purchase approvals before virtual cards for a specific purpose are issued, making sure all expenses align with budgetary goals and preventing unauthorized spending. Reduces Maverick

Spend: By guiding employees to approved suppliers and discouraging out-of-policy purchases, Q-Card significantly reduces unplanned, costly buys. 

Refer to preferred suppliers and existing catalogues: Employees can easily be referred to preferred suppliers and catalogues during the Q-Cards pre-approval process, making sure your employees always choose cost-effective options. 

The design of our interface has recently been updated and is straightforward, showing only the necessary features for a streamlined workflow, clearly labelled with an organized menu so your employees can easily navigate through the app without extensive training. Our mobile app provides access for both requesters and approvers on the go and is equipped with real-time notifications, allowing any purchase to be approved and made within seconds.

Any transaction completed via Q-Card or invoice approved for wire transfer via our Q-Card app is not subject to any manual invoice handling or processing. We make sure your vendor is being paid and All data from the purchase transaction can be automatically transferred to your ERP or accounting package through integration, including coding details, expense category, attachments, etc.

All expenses processed via the Q-Card app and all declined expenses or virtual card requests are included. The Q-Card app is typically used for a wide range of business expenses, which are tracked. These include travel and entertainment costs, office supplies, one-time vendor purchases, and other indirect expenses. It can also be used for expenses at vendors with, for example, only 10 purchases a year. The availability of a Q-Card for your employees depends on your organizational policy. It is designed to provide visibility into long-tail spending, which is often difficult to manage.

Yes, all transactional data can be automated by integrating with your back-end financial or ERP system, including general ledger codes, cost centers, project codes, documents, etc. We are also familiar with integrating multiple back-end systems simultaneously, in case your organization has different entities and therefore systems. We always aim for smooth data transfer, accurate expense reporting, and simplified reconciliation within your existing financial setup.

Q-Card offers customizable policy controls, including multi-approval workflows, spending limits, and more, which enable you to enforce specific compliance rules. These features ensure that all purchases are subject to company guidelines, minimizing the risk of unauthorized spending. Contact our sales team if our options align with your company policy.

Q-Card offers competitive pricing, and we are always available to develop a positive business case for both parties involved. Check out our Full and Quick scan page for our options. Specific costs depend on your organization’s requirements and volume, so please contact us for a tailored estimate based on your needs.

The user can already provide the available tax rate(s) after the receipt or invoice is uploaded. We ensure they are reminded if they forget. Q-Card assists with VAT recovery by automatically sending the aforementioned coding and documents you need and reconciling those with your ERP or accounting system.

No, each employee can have their own account and request their own virtual cards for different purposes. Since all cards and requests are made from individual employee Q-Card accounts, a complete audit trail is available, reducing the risk of fraud exposure.

Our standard product offers fully functional Mastercard and Visa, but they operate on a debit card principle, meaning all expenses are paid through a funding account.

Have problems with your cash flow? Get in touch, and one of our experts will explore ways in which we can help.

Q-Cards can be issued as Mastercards or Visa cards, which are accepted almost anywhere in the world, as they are part of the world's most extensive global card networks, both online and offline.

Are your employees struggling with specific use cases? Get in touch with one of our team members, and we will do our best to find a suitable solution.

Yes, it does. The user has the possibility to pay contactless via the Google Pay or Apple Pay integration at a POS terminal.

Each Q-Card can be connected to your digital phone wallet. When being asked to pay, open the Q-Card in your phone wallet (Apple or Google wallet) and hold or tap the card on a contactless-enabled card reader. The cardholder's payment information is securely stored in the NFC chip and transmitted to the merchant's terminal for authorization. That way, no physical card is required anymore.

Instead of using a credit card, the Q-Card application can also initiate a bank transfer. To do so, the requester must initiate the transfer and include an attached invoice document, as well as the beneficiary details, payment date, invoice reference, and a valid IBAN. This request follows the same approval process as a standard expense request and must be approved by the relevant management team. Once approved, the invoice is exported to the ERP which in return will mark the invoice as paid by updating the payment date and attaching VAT and payment confirmation documents.

A small processing fee will be charged for each invoice paid by Q-Card and processed through our app. The rates for this and other services we offer are always customized and are transparently presented by our team at the time of making a proposal.

The payment receipts can be added to the application itself. The easiest way is to open the Q-Card app on the mobile device and navigate to the third tab which holds the individual transactions. In there, a picture can be uploaded or taken. Payment receipts can however also easily be uploaded via the laptop by clicking on the paper clip symbol.

As a member of the System Administration team, the user can add and manage users and teams for the linked branch account. Within the "Users App," new users can be added by entering their email address, first and last name, and role. The next step is to assign the newly added user to a team. In the "Teams" tab, the system admin can either create a new team or assign users to existing teams. These tasks can also be performed via API, allowing new users to be automatically integrated when added to the internal ERP system.

Q-Card provides integration possibilities with ERP systems, CRM platforms, procurement systems, accounting systems, and more through API integrations and EDI connections. These integrations enable seamless and real-time data transfer, automating financial processes and ensuring secure connectivity across platforms.

The integration time for Q-Card with your ERP system depends on the complexity of your existing setup and the customization required. Typically, integration can be completed in a few weeks. Our API and EDI connections are designed to streamline the process, and we provide comprehensive support and documentation to ensure a smooth and efficient integration.

Q-Card integrates with your accounting system by automatically exporting transaction data in real time. This includes payment details, general ledger codes, cost centers, and project codes. Through API integrations or EDI connections, Q-Card ensures that all financial transactions are securely and seamlessly synced with your accounting software, streamlining data entry, reconciliation, and reporting processes.

Q-Card's integration possibilities stand out because of their flexibility, security, and real-time synchronization. Unlike standard solutions, Q-Card offers both API integrations and EDI connections, allowing you to connect seamlessly with ERP, CRM, procurement, and accounting systems. Our solution is highly customizable, enabling tailored workflows, and ensures that transaction data is automatically and securely exported to your systems. With Q-Card, you gain a scalable, efficient, and automated financial integration that reduces manual processes and errors.

If Q-Card's integration possibilities don't fully match your business needs, we offer custom integration options through our flexible API and EDI solutions. Our team can work with you to develop tailored workflows and make adjustments to ensure seamless connectivity with your specific systems. Additionally, we provide ongoing support and consultation to help you optimize your integration strategy, ensuring that Q-Card can be adapted to fit your unique business requirements.

Since the Q-Quick Scan is a simplified version of the Full Scan, it requires less data and involves a less extensive analysis and fewer deliverables. On average, the entire process, from receiving the necessary data for the business case to a high-level discussion on location, takes up to one week.

The Full Scan typically takes about three weeks, with one week dedicated to gathering all the data and two weeks for analysis and deliverable creation.

If you decide to work with us, we always strive to guide you through the onboarding phase as smoothly as possible.

A dedicated project manager will be assigned to you to set up meetings and consider matters such as the applicable approval flow that should be implemented, how to streamline other workflows, how we will onboard your employees, and much more.

We are there every step of the way to assist you and cater to your organizational needs.

Long tail spend has many use cases. A successful rollout must find the right balance:

• Between speed and completeness
• Sufficient relevance for the budget holder to make a difference (in the approver role)
• Sufficient relevance for the employee to actually use Q-Card (in the requester role)
• Sufficient relevance for AP administration / SSC (preferably fully replacing all kinds of different processes rather than partially)

We can help with this. Get in touch and ask about our full scan and change management.

Use your app to contact a real agent by navigating to "support," scrolling to the bottom of the page, and clicking on "open WhatsApp" or sending an email to our Customer Support team.