Editing and managing Virtual Cards
You can edit certain details on a virtual card after it has been created. This allows you to update the card to reflect changes to the booking or payment requirements.
Who can do this: users with card permissions (Admin, Normal + Cards, Cards Only). Everything on this page happens on the Virtual Cards Dashboard - each card’s action menu (⋮) is the entry point.
Editing a card
You can edit certain details on a virtual card after creation - useful when a booking changes or a supplier’s timing slips.
When to edit: the booking value has increased (raise the limit); the supplier needs more time (extend the expiry and update the Estimated Charge Date so your exposure figures stay accurate); or you want better reference details for reconciliation.
What can be edited: card name/reference, spend limit (increase or decrease), expiry date, Estimated Charge Date, description. On a single-use card, the amount can be updated any time before the card is used.
⚠️ The rules:
Once charges have been taken, some fields become restricted.
You cannot reduce the limit below the amount already authorised or captured.
Increasing the spend limit allows additional payments on the same card - treat increases with the same care as issuing a new card.
An expired card cannot be edited - issue a new one if the supplier still needs to charge.
Blocking an unused card
If a card is no longer required - for example the booking has been cancelled, or the card details may have been exposed - an unused card can be blocked: open the card’s action menu (⋮) and select Block Card.
Blocking is permanent. The confirmation warns you: the action cannot be undone, the card is permanently blocked, and no further charges will be possible. Where uncertain, reduce the limit or allow the card to expire instead.
Monitoring a card: Logs
Every card keeps a log of its authorisation attempts. Open it from the card’s arrow (>) → Charge Details(⋮) → Logs. Consult the log first when verifying whether a supplier has attempted a charge, or when investigating a problem.
Raising a dispute
From the card’s Charge Details (>), select Raise Dispute. This opens a pre-addressed email in your mail app creating a ticket with Travel Ledger support - include the charge details and what you believe is wrong.
Card statuses
Unused
Issued, no charges taken yet
Used
Charged, still within its allowed charges
Closed
Its charging life is over - charges used up or validity ended
Deleted
Removed from use
The Valid From / Valid To columns show each card’s active window.
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