Unzer Financial Services - FAQs

TABLE OF CONTENTS

• How do I find my way around the Unzer Financial Services platform?
• How do I invite new employees to the platform?
• What types of cards can I issue?
• How do I create a virtual card?
• How can I restrict the use of a card?
• How do I manage my cards as a card user?
• How do I upload receipts or assign them to transactions?
• How do I export data for accounting?
• How do I create a new payee?
• How do I record a transfer and request approval?

How do I find my way around the Unzer Financial Services platform?

It works like a central overview hub:

There you can see immediately,

• how much money or liquidity is available,
• which employees have already been invited,
• how many cards have been created, and
• which transactions have taken place most recently.

If you're not sure where to start, the dashboard is always the best first step.

• Open the platform by logging in at my.unzer.com
• and go to the dashboard home page.
• First, look at the available liquidity. This is the amount currently available for payments or card spending.
• Then check the employee display. There you can see how many people have already been invited.
• Check the card overview. There you can see how many cards have already been created or issued.
• Look at the recent transactions. There you can see current payments and track what has happened most recently.

How do I invite new employees to the platform?

Why is this useful?
Instead of giving employees cash, Unzer Financial Services lets you create virtual credit cards for your employees, which they can then use via their mobile phone for business expenses.

Here you'll learn how to invite employees.

If an employee is to use a card or manage expenses, this person must first be invited to the platform. To do this, you create a new user.

The person then receives an invitation and can sign in themselves.

• Open the area for employees or user management.
• Click on the function to invite or add a new employee.
• Enter the contact details, for example name and email address.
• Optional: Add a cost center. This helps accounting later assign expenses correctly.
• Select the role. For regular card users, select "Card user", for example.
• Review the details once more.
• Send the invitation. The employee will then receive an invitation to the platform.

What types of cards can I issue?

As the managing director, you can use these yourself or issue them to employees.

Once you have created an employee, you can assign cards to them.

When creating a card, you first select which type of card is needed.

The card types differ depending on,

• whether a real plastic card is required (physical card)
• whether the card is only to be used online or in a wallet on your phone (virtual card), or
• whether it is intended for a single payment only.

Physical card:
This is a real card you hold in your hand. It's suitable, for example, for business trips, hotels, rental cars, or in-person payments.

Virtual card: This card exists digitally. It's suitable for online payments, software subscriptions, online purchases, or recurring business expenses.

Single-use card: This card is used for only a single payment. It's useful if you don't want to give a merchant permanent card details, or if it's a one-time purchase.

How do I create a virtual card?

• Start the card creation process.
• Select the employee who will use the card.
• Select "virtual card" as the card type.
• Set how long the card should be valid.
• Enter a total limit. This is the maximum amount that can be spent with this card.
• Optional: Set a limit per transaction. Then each individual payment may only go up to this amount.
• Optional: Add a cost center. This helps with accounting later.
• Give the card a clear name, for example "Trade show budget", "Marketing subscriptions", or "Travel expenses".
• Review the summary and create the card.

How can I restrict the use of a card?

• Categories: You can specify that a card may only be used for certain types of expenses, for example travel, marketing, or food and drink.
• Merchant name: You can restrict the card to specific merchants, for example only merchants whose name contains "Starbucks".
• Time: You can specify that a card may only be used at certain times, for example during working hours.
• Location: You can restrict usage to specific locations or postal codes.

How do I manage my cards as a card user?

• View card: The card user sees which cards have been assigned to them.
• Check limit: The card user sees how much budget is still available.
• Block card: If a card is lost or misplaced, it can be temporarily blocked.
• Unblock card: If the card is found again, it can be reactivated.
• View PIN: The card user can have the PIN displayed if needed.
• Request a limit change: If the budget isn't enough, an increase can be requested.
• Request a new card: If an additional card is needed, the card user can submit a request. This must then be approved.

How do I upload receipts or assign them to transactions?

• Option 1: Upload a file. If the receipt is already saved on your computer, you can upload it directly from your hard drive.
• Option 2: Take a photo via the app. If you have a paper receipt, photograph it with the mobile app and attach it to the matching transaction.
• Option 3: Send by email. You can send receipts to a customer-specific receipt address. The platform can then match the receipt to the corresponding transaction.
• Add extra information: You can add comments, VAT rate, cost center, or cost unit so accounting has fewer follow-up questions.

How do I export data for accounting?

• Open the accounting or export area.
• Select where the data should be transferred to, for example DATEV, Excel, or CSV.
• Select the time period or the desired transactions.
• Check whether the matching receipts are available.
• Start the export.
• Then transfer or import the file into your accounting system.

How do I create a new payee?

• Open the area for payees or beneficiaries.
• Click on the function to add a new payee.
• Select whether the payee is a company or a private individual.
• Enter the legal name. This is the payee's official name.
• Optional: Enter a display name. This can help you recognize the payee more quickly later on.
• Enter the email address, if requested.
• Add the bank details, for example account holder, IBAN, and SWIFT code.
• Check the details carefully, as incorrect bank details can lead to failed payments.
• Save the payee.

How do I record a transfer and request approval?

• Open the transfers or payments area.
• Select the payee you previously set up.
• Select the account the money should be transferred from.
• Enter the amount.
• Enter the payment reference. This text helps the payee and accounting match the payment.
• Optional: Add invoice number, invoice date, and due date.
• Check the summary carefully.
• If everything is correct, request approval.