Report purchases with an AirPlus or SEB Corporate card

How to report purchases with a company card from AirPlus (formerly Eurocard) or SEB Corporate that is connected to Kleer: the purchases show up in Kleer, and you match a receipt to each purchase and submit.

Do you have a company card from AirPlus (formerly Eurocard) or SEB Corporate, and has your company connected the card to Kleer? Then your purchases show up in Kleer on their own. You do not have to type in any amounts, just match a receipt to each purchase and submit.

This page covers what is special about these cards. How to send in receipts, what the fields mean and how to submit are described in Report expenses.

Not all cards from AirPlus and SEB Corporate are connected to Kleer. If your purchases do not show up in Kleer, ask your employer. If the card is not connected, just follow Report expenses.

How your card works

There are two kinds of card. You report the same way with both, but for different reasons:

• The company gets the invoice and pays it. You report the purchases so that the company has receipts for everything charged to the card. If you cannot show a receipt for a purchase, it may be deducted from your salary. Seeing the purchases in Kleer makes it easy to see what you still have to report.
• You get the invoice and pay it yourself. The card then works like a private expense: the purchases you report are paid out to you, so that you have the money when the invoice is due. The company pays the card’s annual fee. The card is not set up as a company card in Kleer, so when you report a purchase you always choose Private under Payment method. If you have made a purchase by mistake that does not belong to the company, you can delete it yourself.

When do the purchases show up in Kleer?

Usually right after the purchase, as reserved purchases. On the web you find them under Expenses > Manage expenses, in the app under Expenses > Card transactions to report. If you allow notifications in the app, you also get a notification for each purchase.

Do you see a message about card transactions that have not been confirmed? Click it and enter the last four digits of the card. You only need to do this once for each new card.

Report a purchase, step by step

The purchases waiting for a receipt are at the top of Expenses > Manage expenses, under the heading New card transactions. They are divided by invoice, and purchases that have not been invoiced yet are under Not invoiced.

1. Send in the receipt, preferably right after your purchase. See Send in the receipt.
2. Click the purchase in the list.
3. Choose the receipt that belongs to the purchase. Kleer has often matched the right receipt already.
4. Fill in what is missing, see Fill in the details.
5. Save.

When you save, the purchase moves from the Not handled filter to Handled, and the receipt ends up under Entries to be submitted. Do not forget to submit it afterwards.

Automatic filling for recurring purchases

If a purchase has exactly the same description as a purchase you have reported before, Kleer fills in the same details as last time:

• Type of receipt
• Country
• VAT rate
• Categories, including any split

Kleer also recognises common recurring purchases from, for example, Facebook, LinkedIn and Google, even when the reference is new each time. “FACEBK Z65TPQ6642” is therefore treated as the same purchase as “FACEBK 32X95VFDG3”.

Helping someone else with their card purchases

Several people can share the work on the purchases on one card. A department’s card can, for example, be handled by several people, so that one person does not have to do all the receipt reporting alone and nobody has to email receipts around.

If you are going to help with someone else’s card, go to Expenses > Manage expenses and choose the cardholder in the drop-down list. The card’s name is shown after the person’s name. You only see the purchases on the cards you have been given the right to.

You can upload receipts and match them to the purchases. The journal is submitted by the cardholder, their manager or someone who administers all expenses in the company.

For those who manage the company cards

Go to Expenses > Company cards and click the pencil on the right of the card’s row. In the May handle card purchases field, enter who should be allowed to handle the purchases on the card.

The right applies to one card at a time. If someone is going to help with all purchases for a person who has several cards, they need to be added to each of them.

FAQ

Related guides

• Report expenses, the basics: sending in receipts, the fields and submitting