Table of Contents:

  1. Getting started with Expense Cards

  2. Managing your cards and cardholder permissions

  3. Managing your Expense Cards balance

  4. Managing your Expense Cards transactions

Getting started with Expense Cards:

What are the eligibility requirements to apply for Expense Cards?

In order to be eligible to apply for Expense Cards, you must be a U.S.-based company with at least two active employees. Additionally, you must have a connected bank account and have received at least 10 credit card or ACH payouts to your linked external bank account. If you believe you meet the requirements for Expense Cards and do not see the option to enroll in the left-hand navigation menu of My Money, please contact us via the blue chat bubble.


How do I sign up for Expense Cards?

To sign up for Expense Cards, please go to the My Money tab of your Housecall Pro account (available on desktop) and click ‘Expense Cards’ in the left-hand navigation bar. If you do not see an option to enroll in Expense Cards and believe you are eligible, please reach out to support via the blue chat bubble.


Where can Expense Cards be used to make purchases?

Expense Cards can be used for any type of purchase or service payment you, your office managers/admins or your technicians need to make. They can be used to purchase supplies, materials, truck repairs, or pay for online subscriptions using funds deposited into your Expense Cards account. Expense Cards are a great alternative to using petty cash and reimbursement processes. Moreover, Expense Cards will automatically reconcile with your QuickBooks Online account.


Managing your cards:

How do I order a card for an employee?

Follow these steps to order a card for your employee:

  1. Go to My Money in the top navigation bar

  2. Click Expense Cards in the left-hand navigation bar

  3. Click Add Card

  4. Click the select employee dropdown menu, and select the employee you would like to create a card for

  5. Optional: Set the employees spending limit and amount

  6. Check the box to send to your business address [verify this address is correct under deliver to] or uncheck the box to provide a separate shipping address

  7. Click Add Card to confirm

  8. Depending on where you had your card(s) shipped, let your employee(s) know that they will receive a card, and to reach out to you to activate the card(s)

  9. Your card(s) will be shipped to the address provided - usually within 5-7 business days

If you don't see the employee you would like to send a card to, make sure this employee has already been added to your Housecall Pro account. Expense Cards are only available for employees added within your company.


How do I activate a card?

Follow these steps to activate the card and begin using it:

  1. Go to My Money in the top navigation bar

  2. Click Expense Cards in the left-hand navigation bar

  3. Toggle the arrow in the left-hand navigation bar to expand the menu

  4. Select the Cards sub-menu

  5. Click the three dots on the right for the employee whose card you would like to activate

  6. Select Edit and change the Card Status to Active

  7. The card is now active and ready for use (assuming there are funds in the Expense Cards balance)


I haven’t received a card. What should I do?

Troubleshooting a missing card:

  1. Confirm that your cards were sent to the correct address

  • Go to My Money in the top navigation bar

  • Click Expense Cards in the left-hand navigation bar

  • Click Add Card

  • Confirm the address shown matches the location you’re looking for the cards

  1. When logged into Housecall Pro, click the blue chat bubble in the bottom right corner and send a message to our customer support team.

  2. Please make sure the card isn’t activated to prevent any fraudulent charges.


Do I need to set a pin number on a card?

No, you do not need to set a pin on a specific card. You may need to confirm the zip code of your business for some purchases but you do not set pin numbers at this time.

Simply activate the card from your My Money page and you can begin to make purchases.


How can I set spend limits for a specific cardholder on a Housecall Pro Expense Card?

Follow these steps to set limits on the amount of money your employees can spend within a specific period of time:

  1. Go to My Money in the top navigation bar

  2. Click Expense Cards in the left-hand navigation bar

  3. Toggle the arrow in the left-hand navigation bar to expand the menu

  4. Select the Cards sub-menu

  5. Click the three dots on the right for the employee whose card you would like to activate

  6. Select Edit

  7. Make sure the card is active underneath the Card Status

  8. Under Card spending limit, select the period of time

  9. Enter the limit amount (for the period of time you selected in the previous step)

  10. Click Save

    Note: The setting will be immediately applied to the card you have selected


How can I replace a lost or stolen card for an employee?

Follow these steps to replace a card for an employee:

  1. Go to My Money in the top navigation bar

  2. Click Expense Cards in the left-hand navigation bar

  3. Toggle the arrow in the left-hand navigation bar to expand the menu

  4. Select the Cards sub-menu

  5. Click the three dots on the right for the employee whose card you would like to replace

  6. Click Cancel and follow the prompts

  7. Click Add Card

  8. Click the select employee dropdown menu, and select the employee you would like to create a card for

  9. Optional: Set the employees spending limit and amount

  10. Check the box to send to your business address [verify this address is correct under ‘deliver to’] or uncheck the box to provide a separate shipping address

  11. Click Add Card to confirm

  12. Depending on where you had your card(s) shipped, let your employee(s) know that they will receive a card, and to reach out to you to activate the card(s)

  13. Your card(s) will be shipped to the address provided - usually within 5-7 business days

If you don’t see the employee you would like to send a card to, please make sure this employee is already added to your Housecall Pro account. Expense Cards are only available for employees within your company.


Managing your Expense Card Balance:

How do I transfer money from my external bank account to Expense Cards?

Transferring funds from your external bank account ensures that your Expense Cards balance doesn't run out of money. By setting a one-time or scheduled recurring transfer, you can seamlessly move funds from your external bank. Currently, you can schedule a recurring transfer every 1-2 weeks. To edit or cancel your schedule, simply return to the funding page.

To send money directly to your Expense Cards account, use one of the following methods:

  1. Initiate a one-time or recurring deposit from your external bank account

  • Expense Cards users have an option to initiate a deposit from your linked external bank account. From within the Expense Cards interface, you can initiate a one-time or recurring transfer to your Expense Cards account

  • Click the Add Funds button from any Expense Cards page, or visit the “Funding” page in the left navigation of the Expense Cards menu

  • Select My bank account as the place to initiate a deposit from

  • Enter the amount you’d like to transfer

  • Select the frequency of your deposit:

    • A one-time deposit will be initiated on the same day

    • If you want to set up recurring deposits, please select the frequency (every week or every two weeks) as well as the date you would like to start the deposits. Recurring deposits will be scheduled to start on the first day you specify, and then occur as scheduled (every week, or every two weeks) until you edit or cancel them

  • Click Add Funds and then confirm your choice

    Note: funds can take up to 4 business days to process and be available for Expense Cards purchases

If you don’t see an option to deposit from your external bank account, you can use your HCP Expense Cards Account and routing number to initiate a deposit from an external bank account

  1. Go to My Money in the top navigation bar

  2. Click Expense Cards in the left-hand navigation bar

  3. Click Add Funds in the top right corner

  4. We will then display your account number and routing number.

  5. Log into your external bank account (Chase, Wells Fargo, etc)

  6. Go to the transfer or bill pay section of your account

  7. Create a transfer to your Expense Cards by using the HCP Expense Card account number and routing number

To edit or delete a recurring transfer:

  1. Go to My Money in the top navigation bar

  2. Click Expense Cards in the left-hand navigation bar

  3. Click Funding in the left-hand navigation bar

  4. Click the pencil icon next to the funding schedule

  5. When prompted by the dialog, you can either delete the recurring transfer by pressing Delete or edit by changing the amount, frequency or scheduled starting date.

  6. Confirm your selection. The Funding page should now reflect your new or canceled recurring transfer


Minimum balance: What is it? How do I set it up?

Setting a minimum balance ensures that your Expense Cards account doesn't run out of money. When your balance is below the amount you have set, we will automatically reload your available balance by sending money from your credit card payouts to your Expense Cards. Using a minimum balance makes it easy to maintain sufficient funds without having to manually transfer money to your Expense Cards.

To set your minimum balance:

  1. Go to My Money in the top navigation bar

  2. Click Expense Cards in the left-hand navigation bar

  3. Click the Add Funds button from any page in the Expense Card interface, or visit the Funding page in the left navigation menu under Expense Cards

  4. Beneath Where would you like to add funds from? select Housecall Pro credit card payments

  5. Enter your desired minimum balance limit and click Set balance and then confirm your settings

  6. You’re all set - we will send your credit card payments to your Expense Cards until your minimum balance has been reached, at which point all credit card payments will be sent to the bank account they’re regularly sent to. In the event your balance is below the minimum balance you set it to, but you receive a credit card payment larger than that difference, we will “split” the credit card payment such that your minimum balance is reached, and all excess funds from the credit card payment are sent to your regular bank account.

To edit or turn off your current minimum balance:

  1. Go to My Money in the top navigation bar

  2. Click Expense Cards in the left-hand navigation bar

  3. Click Funding in the left-hand navigation bar

  4. Click the pencil icon next to the minimum balance line

  5. When prompted by the dialog, you can either delete the minimum balance by pressing Delete or edit it by changing the amount set as the minimum

  6. Confirm your selection. The Funding page should now reflect your new or canceled recurring transfer


Managing your Expense Card Transactions:

How can I export my Expense Cards transactions?

To export your Expense Cards transactions, navigate to Expense Cards in the My Money section of Housecall Pro on desktop. Select Transactions in the left hand-navigation bar, and then Export in the top right corner above your list of completed transactions. Select the dates range of transactions to export and confirm your choice. You will soon receive an email with a .csv of the transactions specified.


How can I turn on/off text notifications for expenses?

To receive text notifications, navigate to Expense Cards in the My Money section of Housecall Pro on desktop. Select Transactions in the left-hand navigation bar, and switch the toggle on the top left corner. Once toggled on, admins will receive text notifications when the card is swiped.


Why are my card transactions getting declined?

There are several reasons why your Expense Cards purchases may be getting declined. These include:

  • Card Not Active: If you have yet to activate your expense card, or one of your technician’s cards, it will automatically be declined. To activate the Expense Card, please follow these instructions

  • Authorization Controls: If you have set a spending limit for an Expense Card, any attempted transaction that is over the set amount (per transaction, daily, weekly or monthly) will automatically be declined. To edit the spending limits on a card, please follow these instructions

  • Insufficient Funds: If you do not have enough funds in your Expense Card account, any transaction for more than the amount remaining will automatically be declined. To set a one-time or recurring transfer from your external bank account, please follow these instructions. To set a minimum balance, funded by your credit card payouts, please follow these instructions. Please note that inbound transfers can take up to 4 business days to be available for use.


How can I use the dashboard to learn more about my spend and transactions?

Your Expense Cards dashboard is a valuable tool to monitor spending trends within your account. To learn more about transactions and spend, click the Expense Card item on the left-hand navigation menu in My Money. You will automatically land on Expense Cards dashboard where you can see trends and a running transaction list of your business’ most recent transactions.

See Spending by Employee:

To see spending by employee, use the drop-down menu above the spending chart and select “Who is spending the most money?” You can also change the time period to the past month, three months or year.

See Spending by Category:

To see spending by category, use the drop-down menu above the spending chart and select “What categories am I spending on?” You can also change the time period to the past month, three months or year.

See a Full List of Transactions:

To see a full list of transactions, you can either click the Transactions item on the left-hand navigation menu under Expense Cards, or click the view all button directly above your list of completed transactions on the dashboard. You can use the arrows at the bottom right of the list to view more transactions directly in the Expense Cards interface. To export a list of transactions, please follow these instructions.


How can I dispute a fraudulent transaction?

If you identify a transaction that you or your employees did not complete, then please reach out to support via the blue chat bubble. We will work with you to create a dispute for fraudulent transactions and our partner, Stripe, will work through the dispute.


What are pending transactions?

Within your Transactions page for Expense Cards, you will see both pending and completed transactions. Pending transactions will show purchases, deposits, and withdrawals that are still processing while money moves between accounts. Depending on the transaction type, you will see pending transactions for 2-4 business days before moving to the completed purchases.

Note: pending transactions will not be included with your export of transactions as your export will only show completed transactions.


How does QuickBooks Online Integration work with Expense Cards?

Find out how Expense Cards purchases and transfers to and from your Expense Cards balance are automatically recorded with our QuickBooks Online Integration.

Getting started with Expense Cards

As soon as you complete your first deposit into Housecall Pro’s Expense Cards, we will automatically create two new accounts in QuickBooks Online for you: one to show money transfers (“Housecall Pro Balance”) and another to record transactions made with your cards (“Housecall Pro Expense Card”).

  • “Housecall Pro Balance” will show activity related to deposits and money transfers. Whenever a deposit is made to your Expense Cards account, a line item will be added to this account in QuickBooks Online, similar to a typical checking account.

  • “Housecall Pro Balance” will also show activity related to money transfers out of the account. Whenever a deposit is made out of your Expense Cards account, a line item will be added to this account in QuickBooks Online.

  • “Housecall Pro Expense Card” will reflect transactions made with cards. Each transaction will be automatically reconciled in QuickBooks Online. Be sure to review your activity to ensure purchases are allocated appropriately and update expense categories as necessary.

Flow of funds with Expense Cards

The steps below outline the path of funds through your QuickBooks Online chart of accounts if you use a Minimum Account Balance to initiate automatic balance refills in your Expense Cards account.

  1. After your customer pays using an Housecall Pro credit card payment, the funds are held in Undeposited Funds until they are processed. Note: This step happens for any credit card payment, regardless of whether you use Expense Cards or not.

  2. Credit card processing fees go into a separate COGS account. This step happens automatically and regardless of whether any money is transferred to the Expense Cards account or not.

  3. Some money goes to your Housecall Pro Balance account. You will see the available funds populate on the Expense Cards page in My Money, within Housecall Pro.

  4. The remaining amount will be added to your bank account.

The steps below outline the path of funds through your QuickBooks Online chart of accounts if you create a transfer from a bank account into your Expense Cards account.

  1. Once you initiate a transfer into Expense Cards, we start moving money between your two accounts.

  2. In QuickBooks Online, we create a transfer from the selected account to Housecall Pro Balance account.

  3. You will see an increase in your Housecall Pro Balance account and a decrease in your other bank account to complete the transfer.

The steps below outline the path of funds through your QuickBooks Online chart of accounts if you create a transfer from your Expense Cards account to a bank account.

  1. Once you initiate a transfer into Expense Cards, we start moving money between your two accounts.

  2. In QuickBooks Online, we create a transfer from Housecall Pro Balance account to the selected account.

  3. You will see an increase in your other bank account and your Housecall Pro Balance account will decrease to complete the withdrawal.

If you are interested in learning more about Expense Cards with Housecall Pro, check out these articles:

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How does the Housecall Pro Expense Card work?

How can I control spend on a Housecall Pro Expense Card?


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