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Watch our tutorials and how-to videos! Find answers to frequently asked questions about our platform for managing business expenses, as well as about issuing and collecting virtual payment cards for company employees.
FAQ
KSeF is a central platform of the Ministry of Finance used for issuing, sending, receiving, and storing structured invoices. The implementation of KSeF aims to fully digitize invoicing and accounting processes, as well as facilitate tax control and increase the security of document circulation.
The obligation to use the National e-Invoice System (KSeF) will apply to companies with annual revenues exceeding PLN 200 million from February 1, 2026. From April 1, 2026, the KSeF system will become mandatory for all entrepreneurs in Poland. Starting February 1, every Polish entrepreneur will be required to receive invoices issued by other Polish entrepreneurs via KSeF.
Sparados is the first fintech company in Poland to offer a system that can automatically download e-invoices from KSeF, analyze them, and link them to financial transactions (such as card transactions or bank transfers). Thanks to this, entrepreneurs no longer have to manually match data or verify payments. Sparados is integrated with KSeF via the KSeF 2.0 API.
It is free of charge. You can issue and assign multiple virtual cards to up to 5 users for free. Starting from the 6th user, there is a €1 net monthly fee per active user.
No, there is no limit on the number of cards per company. Each user can have multiple cards (for example – main, lunch, or project-specific).
Filling out the form takes less than 30 seconds, and our e-book with customer stories will be sent instantly to the email address you provided. You'll receive an email with a link to download the e-book in PDF format.
No. Our e-book with case studies is completely free. After downloading the e-book, you can register with Sparados and receive 3 months of free platform use.
Our strength lies in solid partnerships. Sparados already serves over 100 clients worldwide, and our financial operations are conducted in cooperation with Quicko, a licensed payment institution. Quicko is supervised by the Polish Financial Supervision Authority (KNF) and holds license number IP52/2021. This partnership guarantees that our actions are fully compliant with Polish regulations and international standards.
We collaborate with Verestro, the company that provides our Fintech-as-a-Service platform. Verestro holds a PCI DSS (Payment Card Industry Data Security Standard Level 1) certificate, which means it meets the highest standards for payment card data security. All regulated financial operations are carried out by Quicko, an official Mastercard partner, which provides an additional guarantee of reliability.
Every Sparados card is covered by the Mastercard security program. This gives you access to advanced tools such as identity theft protection and fraud monitoring. You can find more information on the Mastercard Security Program website.
Sparados allows development companies to assign virtual payment cards with predefined limits directly to project teams, ensuring that every expense is tied to the right project budget. Invoices and receipts are scanned through the mobile app and automatically categorized, so accounting is paperless and immediate. Every transaction is visible in real time, giving managers clear oversight of spending across multiple projects. This eliminates reimbursements, reduces administrative workload, and provides full transparency over separate budgets and cost structures.
Sparados removes the risk of lost or unreadable invoices by digitizing the entire process. Instead of collecting paper slips from construction sites, employees simply take a photo of each invoice or receipt in the mobile app at the moment of purchase. The document is automatically scanned, stored, and assigned to the correct project or cost category. This ensures that every expense is captured in real time, eliminates manual errors, and gives accountants instant access to clear, legible records without chasing paperwork.
Sparados makes project budgeting precise by linking every expense directly to a predefined budget line. Virtual cards are issued with spending limits tied to specific projects, departments, or cost categories, so purchases can only be made within the allocated funds. Every transaction appears in real time, and invoices are scanned into the system immediately, giving managers up-to-date visibility of how much budget has been used and what remains. This constant tracking prevents overspending, highlights cost trends early, and ensures that budgets reflect actual project needs instead of delayed or incomplete data.
With Sparados, employees no longer need to rely on pro forma invoices because each person making purchases has their own payment card. Instead of going through an administrator for every expense, they can pay directly within their assigned limit. Invoices are simply scanned through the mobile app and go straight to accountants for reconciliation. This eliminates long chains of approvals and removes the finance team from the payment stage, making the entire process significantly faster.
Key Advantages:
Elimination of pro forma invoices and process automation
Transactions are recorded automatically in the platform. Purchases can be made directly without supporting documents, reducing delays and workload.
Direct employee payments with control
Each employee has a virtual card with a predefined limit. They can handle company expenses themselves, while scanned invoices flow directly to accounting for real-time tracking.
Instant issuance of virtual cards
Virtual cards can be issued immediately with configurable spending limits and categories. This speeds up purchasing and ensures budgetary control.
Faster and more transparent purchasing
Smart limits and categories streamline operations and provide clear oversight of expenditures.
Lower costs and reduced paperwork
By removing unnecessary documentation and manual approvals, Sparados reduces administrative effort and operational costs, especially for restocking IT and security equipment.
Check out the success story of our client from the security industry: Case Study Hunters
Sparados removes pro forma invoices by giving each employee their own virtual payment card with predefined limits. Instead of going to an administrator for every expense, employees can pay suppliers directly. The transaction is logged automatically in the platform, and the invoice is scanned through the mobile app and sent straight to accounting.
This automation eliminates manual approvals and bank transfers, speeds up purchasing, and ensures that every expense is tracked in real time. As a result, security companies no longer need pro forma invoices to authorize payments, which reduces delays, lowers administrative workload, and makes operations far more efficient.
Sparados doesn’t just make claims faster, it completely removes the need for traditional reimbursement. With Sparados, insurers disburse benefits instantly through restricted virtual cards. Instead of customers paying upfront and waiting for their money back, a virtual card is generated on the spot, preloaded with the approved amount, and ready to use immediately for eligible costs.
This is not simply a quicker process, it is a revolutionary change in how insurance benefits are delivered. By removing reimbursement altogether, Sparados transforms the entire experience: policyholders never need to advance their own funds, while insurers gain a secure, transparent, and fully controlled way to distribute benefits. Leading insurance companies are already reshaping their models around this approach.
Restricted virtual cards are fully controlled by the insurer. Each card can be configured with a spending limit, usage purpose, and merchant category restrictions, for example limited to use only in pharmacies and hospitals. This guarantees that funds are spent exclusively on approved services.
In urgent or crisis scenarios, insurers can issue multiple restricted cards at once, each with clear limits and labels. This allows benefits to be distributed quickly while maintaining strict oversight, ensuring every payout is both secure and transparent.
When travel agencies need to manage costs for flights, hotels, and other expenses, relying on a single physical card often leads to confusion, mistakes, and heavy accounting work. Sparados solves this by enabling the instant issuance of virtual payment cards for each transaction.
Before any purchase takes place, administrators can:
Set spending limits and assign specific labels or categories to each card, allowing precise budget control from the outset.
Issue virtual cards for use across multiple currencies (e.g., PLN, EUR, USD), removing the need for employees to use personal funds and avoiding currency conversion fees.
Ensure that every transaction is automatically recorded and integrated with the accounting system, giving real-time visibility and preventing unauthorized or over-budget spending.
See how Wycieczkomat uses Sparados for secure and fast settlements worldwide: Case Study – Wycieczkomat
The biggest advantage is direct cost savings. Instead of transferring money to travel pilots or employees and later reimbursing them, companies can issue Sparados cards with travel funds already loaded. This avoids extra costs such as VAT, insurance contributions, and retirement taxes that normally apply to money given back.
Other key benefits include:
No personal funds needed – employees don’t have to cover travel costs from their own pocket.
Reduced currency conversion fees – payments are handled directly in the required currency.
Real-time expense tracking – every transaction is logged, labeled, and linked with receipts.
Centralized control – all cards are tied to one company balance, with adjustable limits and instant top-ups.
Instant fund transfers: Instead of waiting days for international transfers or paying fees, companies can issue a card with allocated funds - money arrives in just 20 seconds, completely free.
Full control and oversight: Sales teams often spend large amounts abroad, and Sparados enables precise tracking of each employee's expenses. Built-in AI detects unusual transactions to catch irregularities and optimize spending.
Simplified expense reporting: Representatives label their expenses, attach receipts directly in the app, and submit them immediately - eliminating paperwork and saving around 20% more time for client-facing work.
Faster month-end closure: Because each expense can be settled right after payment, accounting departments can close the month faster and with fewer unaccounted costs.
Sparados eliminates the delays and fees of traditional international transfers. Instead of waiting days for ELIXIR, SWIFT, or SEPA payments, funds can be sent to a Sparados card in about 20 seconds at no cost.
This gives companies faster control over expenses, ensures sales representatives and drivers abroad always have immediate access to money, and removes the hassle of hidden transfer charges.
Automated expense reporting: Drivers can upload photos of receipts or invoices, which are automatically formatted and sent to accounting - no manual data entry needed.
Real-time financial support in incidents: In case of accidents or emergencies, drivers can request extra funds through the app, and administrators can approve them instantly.
Streamlined document processing: Receipts are converted into universal PDF files with all invoice and transaction details, saving time for accountants.
Sparados eliminates the issue of lost invoices by digitizing the whole process. Instead of storing paper invoices in the truck cabin—where around 14% typically get misplaced—drivers upload a photo of the invoice directly through the Sparados app.
The system then:
Converts the image into a standardized PDF for easy handling.
Automatically adds key invoice data to the transaction, such as supplier details, amounts, and dates.
Links this information to the corresponding payment, so accountants can quickly clear and reconcile transactions.
Sends everything straight to accounting, reducing manual input and paperwork backlogs.
This way, drivers don’t lose time managing paper documents, and accountants receive clean, structured data that makes expense reconciliation simple and reliable.
With Sparados, drivers don’t need to carry large amounts of cash or wait for manual transfers. If something unexpected happens on the road—such as a tow truck, roadside assistance, or emergency repairs—they can request additional funds directly through the Sparados app.
The process is simple:
The driver submits a quick request in the app.
The administrator reviews it in real time and approves with a single click.
Funds are made instantly available on the driver’s Sparados card.
Learn more here: How can I request more funds?
For companies without internal IT or development resources, Sparados offers two straightforward options:
Basic offer – the most cost-effective solution at €1 net per user and €20 net per account. It gives you all the essential tools to issue and manage cards without any coding.
Client Console + Branded Web App – recommended if you also want to display your company’s logo, colors, and domain. This option provides full branding and a seamless employee experience, while still requiring no technical setup from your side.
Both solutions are ready to use instantly and do not require integration work or a development team.
Ready-to-use solution – Best for companies that want to start quickly without development work. You can issue cards, manage limits, and handle expenses immediately through the client console or branded web app. Setup is instant, with no coding required.
API integration – Designed for companies with their own IT team. Integration typically takes 1–2 months. Clients only need to connect with 4–5 basic methods, and from there they can:
Assign cards automatically based on events in their own systems.
Send notifications to employees.
Save invoices and receipts automatically.
Retrieve and check transaction history in real time.
The API solution provides full automation and flexibility, while the ready-to-use solution focuses on speed and simplicity.
Integrating with the Sparados API gives your company more control, efficiency, and flexibility:
Automation – issue, modify, or revoke cards directly from your own systems without manual steps.
Real-time sync – keep transactions, limits, and approvals aligned with your ERP, HR, or accounting tools.
Customization – configure spending rules, limits, and access to match company policies.
Security – enjoy secure connections with mutual TLS and strict data formats.
Scalability – manage cards and approvals at scale while keeping full audit trails.
Learn more in our Developer Zone.
The Sparados API allows you to exchange all key data for card and expense management, including:
Card data – create, assign, block, or revoke virtual debit cards.
Limits and permissions – set daily, weekly, or monthly spending rules, ATM access, e-commerce and foreign currency use, plus MCC (Merchant Category Code) restrictions.
Transactions – access real-time transaction details and receive notifications for each transaction as they happen.
Approvals and requests – submit and track limit change requests, approvals, or rejections.
Documents and metadata – attach receipts, invoices, and additional employee data (e.g., project codes or cost centers) to transactions.
This enables seamless integration with HR, ERP, or accounting systems while giving companies full control over spend policies.
Yes. The Sparados app makes it easy to pay securely wherever you are:
Contactless payments – Add your virtual debit Mastercard to Apple Pay or Google Pay and pay with your phone or smartwatch.
Online payments – Use your card details from the app to shop online, pay subscriptions, or make other digital transactions.
ATM withdrawals – You can also withdraw cash at ATMs if your company has enabled this option.
With the Sparados mobile app, employees can:
Receive virtual debit Mastercard business cards instantly, ready to use within seconds.
Make payments both contactlessly in stores and online by adding the card to Apple Pay or Google Pay.
Request card limit changes directly from the app, with approvals handled by company administrators.
Upload and attach receipts or invoices to their transactions for accurate and simple expense reporting.
Employees can only receive a company card once their employer is registered with Sparados and assigns a card to them. The process is simple:
Your company registers with Sparados and issues a card to you through the system.
Download the Sparados mobile app from the App Store or Google Play.
Log in with the credentials provided by your company.
Receive your virtual debit Mastercard instantly in the app — no waiting for physical delivery.
Add the card to Apple Pay or Google Pay to start using it for contactless and online payments.
The Sparados app makes it simple to request a card limit change without needing to contact HR or accounting directly. Here’s how:
Open the Sparados app and go to your card.
Tap your card, then select “Limits.”
Click the “Request change” button to submit your request.
Your company administrator is notified automatically and can review it.
Approval or rejection will appear in the app, keeping the process quick and transparent.
From this portal, administrators can:
Assign company cards and approve/deny card requests.
Modify spending limits and permissions for employees or departments.
Monitor all transactions, invoices, and receipts in real time.
Make IBAN transfers directly from the console.
Download reports and view diagrams for card spending and overall expenses.
Control and manage the entire company card process in one place.
It’s the central hub for full visibility and control over business expenses.
The Client Console gives administrators full control over cards, permissions, and team structures.
Card management – Assign or block cards, approve/deny new requests, and set individual card limits.
Permissions & spending rules – Define what each employee can do, such as online purchases, ATM withdrawals, or IBAN transfers.
Groups & departments – You can divide your company into groups (e.g., departments or teams). Each group can have its own approval process, card limits, account access rules, and even transaction history visibility restrictions.
Approval workflows – Expenses can be routed through the right department for faster and clearer approval.
Monitoring & reporting – Administrators can view transaction histories, download detailed reports, and track expenses in real time. Learn more about creating and using groups here: Creating Groups in Sparados.
Yes. The Client Console provides real-time visibility into every employee transaction. As soon as a payment is made, it appears instantly in the system - along with attached invoices or receipts if provided. Administrators can monitor spending live, filter by employee, department, or card, and take immediate action such as approving, denying, or flagging expenses. This ensures full control and transparency over company spending at all times.
With Sparados, the entire workflow — from submitting an invoice to settling it — is shortened and accelerated at every stage. On average, the process is 1.7× faster compared to traditional methods.
Users can send invoices and receipts immediately after a transaction—either via a dedicated email address assigned to them or through the mobile app.
Files are automatically matched to the correct transaction, converted into PDF format, and instantly visible in the system.
They are then routed directly to the accounting or administrative team for quick approval.
Once approved, the transactions with all attachments are seamlessly transferred into integrated accounting systems (including Saldeo, InFakt, Comarch Optima, InsERT).
Every uploaded file (whether sent via email or the mobile app) is automatically assigned to the correct transaction and converted into a standardized PDF format.The accounting or administrative team can access them directly from the Sparados web panel, where transactions and attached documents are clearly organized and searchable.
Since everything is stored in one place, there’s no need to chase paper documents or dig through emails - the accounting team always has real-time access to all invoices and receipts.
Additionally, once expenses are approved, the documents are synchronized with integrated accounting systems (e.g., Saldeo, InFakt, Comarch Optima, InsERT), ensuring a smooth flow of data without manual re-entry.
Yes. Both users and administrators can assign invoices and transactions to cost centers in Sparados:
Users can add a custom description to each transaction or invoice, making it easy to track costs by project, team, or department.
Administrators can assign special labels to company cards. All transactions made with a labeled card will automatically include that information in the transaction details. This is especially useful if you want to divide spending by department or business unit.
You can read more about this feature in the official guide here: Assigning labels to cards.
1. Streamlined processes & cost savings
Sparados automates expense handling, helping companies optimize business spending. This saves both time (through reduced manual processes) and money (by minimizing inefficiencies and errors).
2. Transparency & control
The platform gives CFOs and managers real-time visibility into company expenses. This transparency allows better oversight, compliance, and faster reaction to irregular spending.
3. Advanced analytics
Sparados provides detailed insights into employee and departmental expenses. With customizable reporting and analysis, businesses can make data-driven decisions that improve budgeting and financial planning.
With Sparados, you can assign expenses to categories such as travel, meals, office supplies, software, or employee reimbursements. Categorization makes it easier to track how money is being spent, monitor budgets, and prepare accurate financial reports. It also helps identify which areas of the business drive the most costs, so you can make better financial decisions.
How to set labels for cards you can check here.
Lunch cards are virtual prepaid contactless payment cards provided by employers to their employees as a meal benefit. Instead of receiving meal vouchers or cash allowances, employees get a monthly balance loaded onto a digital card.
The virtual lunch card works like a regular payment card but is restricted to food-related expenses. It can be easily added to mobile wallets such as Google Pay or Apple Pay, allowing employees to pay for meals quickly and securely using their smartphone or smartwatch.
Employees can use the card for a wide range of dining options - including restaurants, food courts, catering services, diet meal plans, and online food delivery platforms. This makes it a modern, flexible, and tax-advantaged alternative to traditional meal subsidies.
The benefits for employers who provide lunch cards:
Savings on ZUS contributions – up to PLN 190–450 per employee per month can be exempt from social insurance.
Simple implementation – no paperwork or voucher handling; the system is digital.
Stronger employer branding – offering modern, flexible benefits helps retain and motivate staff.
Meal subsidies provided via virtual lunch cards are exempt from social insurance contributions up to a set monthly limit (historically PLN 190; currently PLN 450).
The card is strictly restricted to food purchases, ensuring compliance with regulations.
The exemption applies only when the funds are used for meals.
A corporate card is a company-issued payment tool, usually virtual, that employees use for business-related expenses. Unlike traditional bank cards, Sparados corporate cards are part of a complete expense management system.
They allow companies to:
Restrict cards to specific purposes (e.g., travel, subscriptions, fuel).
Automate expense categorization and compliance.
Monitor and report all transactions in real time to company administrators.
Integrate seamlessly with accounting systems.
Sparados offers a wide range of purpose-specific virtual cards to fit different business needs:
Lunch Cards – Prepaid and contactless, ideal for meal purchases, with tax benefits for employers and yearly savings for employees.
Bonus / Gift Cards – Flexible cards for perks like shopping, gym memberships, or cinema tickets.
Subscription Cards – Designed for recurring payments such as software licenses, linked to specific vendors.
One-Time Cards – Single-use cards for expenses like conference fees or training, automatically disabled after use.
General-Purpose Cards – For everyday or unexpected expenses, with full visibility and tracking.
Merchant-Restricted Cards – Cards limited to specific merchant categories such as transport, pharmacies, or gas stations.
All Sparados cards can be customized with your company’s logo and design for a one-time design fee.
Sparados is a next-generation financial and spend management platform that dramatically shortens the entire expense settlement process. From the moment a corporate card is issued - which takes just a few seconds - employees can immediately access it in the app and add it to their Apple Wallet or Google Wallet. When a purchase is made, the transaction is logged in real time.
Users can then scan their invoice or forward it to a dedicated email address. The system automatically processes the document: it is tagged, described, and prepared for accounting, before being sent directly to the finance team.
This end-to-end automation replaces tedious manual steps with a seamless digital workflow. On average, companies using Sparados save the equivalent of 10 full working days across their teams - including accounting, management, and sales - compared to handling expenses manually.
Beyond automation, Sparados enables businesses to issue branded virtual cards, control employee spending in real time, and centralize billing, invoicing, and reporting in one platform. It eliminates paperwork, accelerates month-end closing cycles, and gives finance leaders full visibility and control over company spending.
Yes. Security is a cornerstone of Sparados.
Trusted financial foundation – Sparados already serves over 100 clients worldwide and operates in partnership with Quicko, a licensed financial institution. Quicko is a regulated payment institution under the supervision of the Polish Financial Supervision Authority (KNF), holding license number IP52/2021.
Our partner - Verestro provides the technology platform, while Quicko handles regulated financial operations. Quicko is official Mastercard partners, ensuring reliability and compliance with international standards.
Payment protection – every Sparados card is backed by Mastercard’s security program, giving users access to tools such as identity protection and fraud monitoring. You can learn more or enroll here: Mastercard Security Program.
Tokenization & encryption – all payments are fully tokenized and digitized, meaning sensitive card data is never exposed.
Sparados stands out with speed, automation, and flexibility. You can issue branded virtual cards in just 5 seconds, control spending in real time, and automate the entire expense flow-from scanning invoices to sending them to accounting. Compared to manual processes, companies save around 10 full days of work across teams.
Unlike many providers, Sparados also offers local benefits like tax-advantaged lunch cards, instant fund transfers for sales teams abroad, and seamless integrations with ERP/accounting systems. All at a simple, transparent cost of €1 per user/month after the first 5 users.
For issuing cards in the system, it is necessary to set a limit on the account in advance. This is necessary for issuing cards.
After logging into the system for the first time, you will be asked to set a limit on your account. You can click on a link that will take you to the appropriate tab.
Setting a limit on an account can also be done manually by clicking on the "Management" tab and then on "Groups."
Select the group for which you want to set the limit. If you want to set a global limit, select the company name.
Then click the blue "Set Limit" button, and select the account for which you want to set a limit.
Specify group limit - this is the maximum card expense limit for the selected group on a specific account.
Limit issued cards - this is an optional limit that allows you to limit the number of issued cards.
Click the "Save" button to approve your changes
We encourage you to follow the above instructions to ensure a quick and efficient top-up of your Sparados account. If you have any questions or concerns, please contact Sparados customer service.
To assign a new card, select the "assign a card" option located on the home page or card list screen.
https://corporate.sparados.com/home/bc/cards/assign-card
The card is issued after completing several pieces of information, divided into sections.
Card type - selecting the type of card application. The card type is related to the specific operation of the card in terms of restrictions or budget management.
Cardholder data - selecting an existing or adding a new employee to the system to receive the card. The employee joins the system only at the time of registration, not when the invitation is sent.
For users from a list, selecting a user is done by searching from existing ones.
For new users, you will need to enter their phone number along with the country prefix and email address. Two card activation codes will be sent to them.
Both the pre-registered and invited employee will need to activate the card on their account.
Card limits - specifies the financial limitations of the card.
Account - specifies the payment account on which transactions made with the issued card will be billed
Total amount - defines the amount of funds that will be available for card transactions. For the employee using the card, the amount will be the same as the "account balance for the card". The employee will be able to ask to increase the limit for a given card XXX--link---XXX.
Start date - the point in time from which the employee will be able to use the card for payments. The employee can activate the card in the wallet before this date, but the card will be visible in the wallet as inactive until the "start date" comes.
End date - the date after which the card will be disconnected from the employee's account. After this time, the card will not be available for payment.
Additional limits
General limit - an amount-period restriction. An employee will not be able to use more funds in a given period than the amount set when the card was issued.
Online payment limit - disabling the possibility of e-commerce purchases with a given card or an amount-period limitation for transactions of this type.
ATM limit - disabling the possibility of cash withdrawals at an ATM or the amount-period limitation for transactions of this type.
Foreign transaction limit - disabling the possibility of purchases in a currency other than the default currency of the account or the amount-period limitation for transactions of this type. The limit is set in the currency of the account and the restriction.
Periodic limits work for a set period of time from the moment the card is issued. For example - if the card is issued on Monday at 11:00 a.m., it will run until the following Monday at 10:59:59 a.m.; if the limit is monthly and the card was issued on February 15 at 1:00 p.m., it will run until March 15 at 12:59:59 p.m.
Card attributes
Ability to select one of the pre-configured card images (visuals).
Possibility to enter a custom name for the card, later visible in the employee's application next to the card.