This article covers how admins can manage employee cards — viewing card details, assigning budgets, freezing, and cancelling.
Important: A frozen card can be unfrozen by an admin at any time. A cancelled card is permanent and cannot be undone.
Card detail page
Click Cards in the sidebar, then click the last 4 digits of any card to open its detail page. The detail page shows:
- Card image — click it to securely view the full card number.
- Current budget — the budget this card spends from. Click the budget name to change it.
- Last charged — the amount and date of the most recent transaction.
- Total charged — the total amount spent on this card since it was issued.
- Transactions — a list of recent transactions on this card.
- Recent actions — an audit log of changes to this card.
Physical and virtual cards
| Feature | Virtual card | Physical card |
|---|---|---|
| Format | Digital only | Plastic card mailed to you |
| Use | Online purchases (in-store via mobile wallet) | In-store (tap or insert) and online |
| Delivery | Instantly available | 7–10 business days |
| Security | Easy to freeze, no physical loss risk | Can be lost or stolen |
- Virtual cards can be used in-store if added to Apple Wallet or Google Wallet.
- Both card types can be managed via the web app and mobile app.
How to freeze a card
- Click Cards in the sidebar.
- Click the last 4 digits of the card.
- On the card detail page, click Freeze card at the top right.
- Confirm by clicking Yes.
The card is now frozen. All transactions will be declined until it’s unfrozen.
Tip: To unfreeze, open the same card and click Unfreeze card.
How to cancel a card
- Click Cards in the sidebar.
- Click the last 4 digits of the card.
- On the card detail page, click Cancel card at the top right.
- Select a reason for cancellation.
- Re-type the last four digits of the card to confirm.
- Click Yes, cancel the card.
Important: Cancellation is permanent and cannot be undone. If the user needs a new card, you’ll need to issue a new one.
Card expiry and renewal
Budgetly alerts you 45 days before a card expires. See What happens when your card is about to expire for the renewal process.