This article covers how admins can manage employee cards — viewing card details, assigning budgets, freezing, and cancelling.
| Action | Reversible? | Who can do it |
|---|---|---|
| Freeze | ✓ Unfreeze any time | Admin |
| Cancel | ✗ Permanent | Admin |
| Change budget | ✓ Change any time | Admin |
| View full details | — | Cardholder only (virtual cards) |
Card detail page
- Click Cards in the sidebar, then select the last 4 digits of any card.
The detail page shows:
- Card image — click it to securely view the full card number (virtual cards only).
- 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.
How to freeze a card
- Click Cards in the sidebar.
- Select the last 4 digits of the card.
- Click Freeze card at the top right of the detail page.
- 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
Important: Cancellation is permanent and cannot be undone. If the user needs a new card, you’ll need to issue a new one.
- Click Cards in the sidebar.
- Select the last 4 digits of the card.
- Choose Cancel card at the top right.
- Pick a reason for cancellation.
- Re-type the last four digits of the card to confirm.
- Click Yes, cancel the card.
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.
Common questions
Can I reactivate a cancelled card?
No. Cancellation is permanent. You’ll need to issue a new card if the user needs one.
Can a frozen card still receive refunds?
Yes. Refunds are accepted back into the account even if the card is frozen or cancelled.
Can a user freeze their own card?
Users can freeze and unfreeze their own cards from the mobile app or desktop. Admins can freeze any card.