Creating TL Pay Virtual Cards

Using and setting up Virtual Cards

Who can do this: Users with card permissions - Admin, Normal + Cards or Cards Only roles. Multi-use cards require Admin rights.

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Cards are created under TL Pay → Virtual Cards → Create VCC. If you run more than one Virtual Cards sub-account (say, one for hotels and one for airlines), use the Create VCC button on the sub-account the card should draw from. You’ll then choose the card type:

Accessing the Create VCC function

Choosing the card type

TL Pay Virtual Cards allow you to pay suppliers by card while maintaining full visibility and reconciliation inside Travel Ledger. There are two types of cards you can issue: Single-use and Multi-use

How to use?	Single-use	Multi-use
Best for	Issued for individual bookings at a fixed value - ideal for one off payments	Recurring payments - ideal for lodging for payments to the same supplier or for a single user such as a homeworker
Amount	Fixed amount + optional buffer	Flexible spending limit
Charges allowed	Up to 3	Multiple, ongoing
Expiry	Date you set	Date you set
Who can create	Any card-enabled role	Admin only

Choosing the card type

You will need to select if you wish to issue a Single or Multi Use card.

🔐 Admin Only. Only users with the correct permissions can create and manage TL Pay Virtual Cards.

Create a Single-Use Virtual Card

Single-Use Virtual Cards

A single-use card is issued for transactions with 1 to 3 charges only. Ideal for one-off bookings or specific supplier payments. To issue a single use card:

1. Log in to Travel Ledger - Access Travel Ledger with your usual credentials.

2. Navigate to TL Pay → Virtual Cards and select Create VCC in the sub-account you wish to use, then Create Single-Use Card.

Single-use card - card and itinerary details

1. Card details

• Supplier Name (optional)

• MCC Code (optional)

• Interchange Fee - defaulted to 2%, can be reduced from the pick list for suppliers who do not accept this rate. Please note that reducing the interchange will reduce your cashback, cashback is issued at 50% of the interchange rate.

1. Itinerary details (all optional, all valuable for reconciliation)

• Supplier Booking Reference (optional)

• Internal Booking Reference (optional)

• Departure Date (optional)

• Passenger Name (optional)

• Destination (optional)

• Account code (optional)

• Booking Notes (optional)

1. Click 'Next', then set Limits & Expiry

Limits & Expiry - amount, estimated charge date, expiry, buffer, allowed charges

• Amount (mandatory) - the card’s value. You can update it before the card is used.

• Estimated Charge Date (mandatory) - your best estimate of when the supplier will charge. This drives your dashboard’s 48h/7d/Total Exposure figures, so keep it realistic; you can edit it later if the supplier’s timing changes.

• Card Expiry Date (mandatory)

• Additional Percentage (optional: 5% or 10%) - a buffer above the amount, useful where hotel taxes or small extras may be added at charge time.

• Allowed Charges (mandatory: 1, 2 or 3) - how many separate charges the card accepts. Suppliers sometimes split a payment (e.g. deposit then balance), so match this to how your supplier charges.

1. Select Next. The card number, CVV and expiry are displayed - use these to pay the supplier.

2. Reconciliation The card then appears on the Single Use Cards tab of the dashboard, in the grid of the sub-account, showing whether it has been charged and all the details you entered.

The Single-use Cards tab

Create a Multi-Use Virtual Card

Multi-Use Virtual Cards

A multi-use card can be used for multiple transactions or bookings. Ideal for recurring payments or a group of suppliers. To issue a multi-use card:

1. Log in to Travel Ledger (Access Travel Ledger with your usual with your credentials.)

2. Navigate to TL Pay → Virtual Cards and select Create VCC in the sub-account you wish to use, then Create Multi-Use Card.

Multi-use card creation

1. Card Configuration

• Supplier Type - the options are 'Supplier Integrated' or 'Custom Name'.

  • If you are using the card to lodge with an integrated supplier such as Expedia TAAP, choose 'Supplier Integrated'. For guidance on how to set up the Expedia TAAP integration, click here.

  • If you are creating a card to use with a supplier not integrated into the platform choose 'Custom Name' and manually input the Supplier Name below (optional).

• Interchange Fee - defaulted to 2%, can be reduced from the pick list for suppliers who do not accept this rate. Please note that reducing the interchange will reduce your cashback, cashback is issued at 50% of the interchange rate.

• MCC Code (optional)

• Valid to date (mandatory)

1. Click 'Create'

2. Make Payment Use the displayed card details to pay the supplier. You can use this as a lodge card with a single supplier or use it across multiple suppliers, assigning a multi-use card to an individual homeworker is a good example.

3. Reconciliation The card will display under the multi-use card dashboard, allowing you visibility to whether all charges made on the card, and displaying the details inputted at time of creation (supplier, reference etc), supporting simple reconciliation.

Reviewing a multi-use card

Using a Virtual Card

Once created, the card can be used externally with the supplier via:

• Supplier portals

• Online booking engines

• Call centres

• Over-the-phone payment

Bookings do not need to be created in Travel Ledger to use TL Pay Virtual Cards. They are specifically designed for bookings outside of the Travel Ledger platform.