Expense manager
You can no longer order this service from us, as it is transitioning to Cardlay as of December 29, 2023. Below, you will find answers to a series of questions regarding the change.
Guides/instructions
How do we get started?
After ordering the Expense manager the administrator will receive an e-mail with the instructions on how to log in and configure the system. A simple start guide can be found here, which will help you to get started.
If you require more detailed instructions on how to order the Expense manager, have categories and accounts created, information on how to use the Eurocard Pro app, how employees should manage their expenses and account for driving, this information can be found below in the implementation guide. The guide also covers the process on how employees’ expenses are verified and approved, along with the setup of exports to the financial system.
How do I report an expense in the Eurocard Pro app?
In the Eurocard Pro app you can report your expenses, regardless of whether you have paid with your Eurocard corporate card or if you are putting down the money yourself. You can also make an account for driving expenses. The following guide will show you how to do it.
The Eurocard Pro app: How to submit expenses to your bookkeeper (pdf)
How can integration be setup in relation the financial system?
Data can be exported directly to the company's financial system from the Expense manager, regardless of whether you use e-conomic, Fortnox or would like to use excel-files or general CVS-files. In this guide, we will explain how this can be done.
This is how you prepare the Expense manager for use
To prepare the Expense manager and enable everyone in the company to be able to use it, it must be set up in a way that makes it easy for managers, controllers and administrators to use. In this guide we will show you, how to create accounts, counter accounts and export data to the financial system.
The Expense manager portal: How to set up your expense management (pdf)
Q&A for administrators
What is Expense Manager?
Expense Manager is an expense handling service that allows cardholders to handle their expenses in the Eurocard Pro app and administrators to approve, reject or request more information on expenses.
When will the Expense Manager service close down?
The Eurocard Expense Manager service will no longer be active from December 29, 2023. This means that the Eurocard Pro app and the Expense Manager webtool will no longer be accessible after this date.
What is happening to Eurocard Expense Manager?
The Eurocard Expense Manager service will be shut down and replaced by Cardlay Expense. The Eurocard Expense Manager service has been developed and maintained by Cardlay, a Eurocard partner, and they will now take over as the service provider of the expense handling system.
What is the difference between Cardlay Expense and Eurocard Expense Manager?
The service will be similar but the look and feel will be different. Cardholders will need to manage their expenses using the Cardlay Expense app and administrators will approve, reject or ask for your information using the Cardlay Expense webtool.
Can I use the service until it is closed down?
Yes, you still have access and can use the service both the Eurocard Pro-app and web tool until they close. The last date that you can submit a report is December 15, 2023. The last date you can log into the webtool will be December 29, 2023.
What do I do if I don’t want the Cardlay Expense service?
If you decide that you do not want the service, please send an email to expensemanageroptouts@seb.se to let us know that you’d like to cancel the service by 25th October 2023. Remember to include your organization number in the email.
What will happen to all information and data in the Expense Manager webtool?
Once the service is closed down you will no longer have access to the information and data stored on the webtool. This will all be erased and will not be able to be retrieved. It is therefore very important that all data needed for archiving and auditing purposes is downloaded and stored by the Expense Manager administrator at the company.
How do I export the data that is currently in the Expense Manager webtool?
You can store data by exporting it from the webtool.
Will the Cardlay Expense webtool have expenses from Eurocard Expense Manager?
No. All data needed for archiving and auditing purposes should be exported from the Eurocard Expense Manager as they will be removed when the web tool shuts down.
How long are expenses and receipts stored in the Eurocard Expense Manager web tool?
The reports will no longer be stored in the webtool and we therefore recommend that you download all reports needed for auditing and archiving purposes.
What is the migration process from Eurocard Expense Manager to Cardlay Expense Manager?
Cardlay will get in touch with administrators when it is time to start migrating from the Eurocard system to the new Cardlay system. More information can be found on this by visiting the Cardlay Support site.
Can I use both the Cardlay / Eurocard Expense Manager service at the same time?
Yes, you can use both systems at the same time until the Eurocard Expense Manager service is shut down and we recommend that you do this to ensure that the migration is done correctly. You will not be charged for using the new system during the transition period.
When do I need to transfer to the new solution by?
The service will be shut down on 29.12.2023 and we recommend you start the migration process as soon as you receive the welcome email from Cardlay to ensure the migration is done correctly and in the smoothest possible way.
How do we onboard cardholders to the service?
You will need to add each cardholder to the Cardlay Expense system and once you have done this, Cardlay will send a welcome email to cardholders with instructions to download the Cardlay Expense app.
What should we inform cardholders about?
You should let cardholders know that they will need to use a different app to handle their expenses and that they will recive an email from Cardlay when they need to do this.
Will the integration to Fortnox or e-conomic still work?
No, the Cardlay Expense system does not have any built in integration fo Fortnox or e-conomics.
How do I get started on Cardlay Expense?
You will receive a welcome email when it is time to do the migration with a step-by-step guide on how to do this.
What do I need to do before the web tool is sunset?
You should ensure you have exported any data you need for archiving and auditing purposes. You will also need to follow the transfer guide you receive from Cardlay. To find out more out the migration process, please visit Cardlay’s information site.
How do I pay for the service after it is transferred to Cardlay Expense?
As the service will be split between Eurocard and Cardlay, the cost of the service will also be split. You will be charged by Cardlay for the expense handling solution, you will be charged for this monthly. The second invoice will be from Eurocard for the delivery of authorisations, transactions and receipts to Cardlay and this will be invoiced annually per card.
The total price per card per year will remain the same.
How much will I pay Eurocard/Cardlay?
As the service is now being divided, from next year you will receive two separate invoices, but the total price per card per year will remain the same.
- 375 SEK to us for the delivery of authorizations, transactions and receipts to Cardlay
- 525 SEK to Cardlay for the expense handling solution.
Will the service cost the same?
Yes the overall cost of the service will remain the same and you will not be charged more.
What happens to the annual fee I have already paid?
This fee will run onto the new service which means you will only be sent a new invoice once the current annual fee period is finished. Your next invoice will then be split into Eurocard and Cardlay.
Will I pay for both systems for the period they are both active?
You will only pay for one system during the transition period and will never pay double. The fee you have paid will continue to run and you will only be charged again when the current billing cycle ends.
Where do I find the Cardlay Expense app?
Currently the app is not available for download in the App Store or Google Play. Cardholders will be emailed when the Cardlay Expense app is ready and should be downloaded.
Q&A for cardholders
Can I still use the Eurocar Pro-app without the Expense Manager service?
Yes, for a while. The Eurocard Pro app will be shut down. Download our other app; the Eurocard app now to continue viewing transactions, capturing receipts and managing your corporate card. All receipts previously attached to a transaction will appear in the new Eurocard app.
How can I manage my corporate card after the Eurocard Pro app is shut down?
Download our other app; the Eurocard app, to continue managing your Eurocard Corporate card.
What is Expense Manager?
Expense Manager is an expense handling service that allows cardholders to handle their expenses in the Eurocard Pro app and administrators to approve, reject or request more information on expenses.
When will the Expense Manager service close down?
The Eurocard Expense Manager service will no longer be active from December 29, 2023. This means that the Eurocard Pro app and the Expense Manager webtool will no longer be accessible after this date.
What is happening to Eurocard Expense Manager?
The Eurocard Expense Manager service will be shut down and replaced by Cardlay Expense. The Eurocard Expense Manager service has been developed and maintained by Cardlay, a Eurocard partner, and they will now take over as the service provider of the expense handling system.
What is the difference between Cardlay Expense and Eurocard Expense Manager?
The service will be similar but the look and feel will be different. Cardholders will need to manage their expenses using the Cardlay Expense app and administrators will approve, reject or ask for your information using the Cardlay Expense webtool.
What is the last date that I can submit a report?
The last date that you can submit a report is December 15, 2023.
Can I use the service until it is closed down?
Yes, you still have access and can use the service both the Eurocard Pro-app and web tool until they close. The last date that you can:
- submit a report is December 15, 2023.
- log into the webtool will be December 29, 2023.
How do I get started on Cardlay Expense?
You will receive a welcome email from Cardlay when your administrator has set up the new system and be sent instructions on how to get started.
Where do I find the Cardlay Expense app?
Currently the app is not available for download in the App Store or Google Play. Cardholders will be emailed when the Cardlay Expense app is ready and should be downloaded.