Reconciling Virtual Cards

Advice on reconciling virtual card spends

Reconciling virtual card spend is dependent on the card type and also whether the supplier is integrated with Travel Ledger or not.

Integrated vs Non-Integrated Suppliers

Integrated (e.g., Expedia TAAP):

• Booking and payment data flows automatically into Travel Ledger.

• Reconciliation is same-day and automated (marked as paid or unpaid depending on whether the booking is instant or deferred payment).

Non-Integrated Suppliers:

• TL Pay cannot capture booking details automatically, the data is down to your input at time of card creation (references, supplier name, etc).

• Payment is recorded when the charge posts.

• Some manual reconciliation may be needed.

Tip: Use single-use cards for non-integrated suppliers and multi-use cards for integrated suppliers to simplify reconciliation.

Single Use vs Multi-Use Cards

Single Use

All created cards will display under the single use card dashboard, allowing you visibility to whether the card has been charged or not, and displaying the details inputted at time of creation (supplier, reference etc), supporting simple reconciliation.

Multi-Use

All cards will display under the multi-use card dashboard, you will need to choose the card you wish to review from the pick list. Selecting a card allows 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.

For integrated supplieres, such as Expedia TAAP, you will have visibility to the booking data provided by them, including detailed product information and anticipated charge dates on deferred payment bookings.

Exporting Data

The displayed data can be exported from Travel Ledger. This can be accessed by clicking on the 'Export' button to the top right of the grid display: