Administration panel for corporations with over 200 employees
- Michał Stachera
- Dec 29, 2025
- 10 min read
What you should do:
Day 1
The first step you should take is to set a primary account limit – without it, you won't be able to assign any cards. When you log in for the first time, you'll see a notification that this limit has been set.
Group limit
This is the maximum amount you can issue cards for; it's a restriction solely for portal administrators. Set it to an amount equal to your current annual business expenses. You can always change it in the edit mode. The card limit is an additional option for even greater control over the number of employee cards issued—both at a given time and overall.
After this step, you can start issuing payment cards.
How do I add a new administrator to the platform?
If your company needs more than one administrator on the dashboard to assign cards and monitor expenses, easily add them using the ADD EMPLOYEE function. Read the guide to learn which role to assign them: How to add a new administrator to the platform?
How to create a group hierarchy in Sparados?
On the Sparados platform you can create groups for your administrators in relevant departments, control expenses and limits of individual groups and
Limit the platform's visibility. This functionality will make it easier to issue company cards to employees in specific groups and give you control over expenses for individual departments. If you want to learn exactly how this works and what roles you can assign to your administrators, read the example in the following guide: How to create a new group in Sparados?
Example:
The insurance company employs over 1,800 people, 100 of whom use company cards to make purchases. The company has four payment accounts:
PLN_MAIN – main domestic account (operating expenses in Poland)
EUR_MAIN – expenses/settlement in the EU (delegations, suppliers)
USD_OPEX – Account 1 (USD) : Operating expenses in USD (e.g., cloud, licenses, IT services, global marketing, consulting) Access : Finance and Accounting, IT, Marketing (global), PMO (upon approval)
USD_CLAIMS – Account 2 (USD) : International claims payments, premiums, and reinsurance settlements in USD. Access : Claims Handling, Reinsurance, Finance, and Accounting (control). By default, departments have access only to the necessary accounts.
Administrator groups and their limits:
Level 1 - Main Group
CFO, COO Access to accounts: PLN_MAIN, EUR_MAIN, USD_OPEX, USD_CLAIMS
Global limits (operational ceilings):
GLOBAL_OPERATIONAL_PLN — 2,000,000 PLN
GLOBAL_OPERATIONAL_EUR - 400,000 EUR
GLOBAL_OPERATIONAL_USD_OPEX - USD 300,000
GLOBAL_PAYOUTS_USD_CLAIMS - USD 5,000,000
Level 2 - Departments (main subgroups)
Sales (220 people, 2 HOS: Polish / International)
Accounts: PLN_MAIN, EUR_MAIN , (selected cells: USD_OPEX)
Goals: travel, representation, conference fees, sales tools.
Level 3 – Sales subgroups:
Domestic Sales (PL) – 80 people / PL Director
Accounts : PLN_MAIN
Limits: SPRZEDAZ_PL_PODROZE_PLN — PLN 400,000 (delegations, hotels, transport), SPRZEDAZ_PL_MATERIALY_PLN — PLN 150,000 (materials, small marketing)
International Sales (EU) – 100 people / EU Director
Bills: EUR_MAIN , (exceptionally) USD_OPEX for USD markets
Limits : SALES_EU_TRAVEL_EUR – 250,000 EUR, SALES_EU_EVENTY_EUR – 120,000 EUR, SALES_EU_TOOLS_USD – 50,000 USD (CRM/MarTech subscriptions in USD)
Corporate Sales (Global) – 40 people / Head of Corporate
Bills: USD_OPEX, EUR_MAIN
Limits: SALE_CORP_CONTRACTS_USD - 100,000 USD (presales costs, POC, RFP), SALE_CORP_MEETINGS_EUR - 60,000 EUR (C-level meetings, roadshows)
Level 2 includes many more groups and their subgroups, each with its own limits and separate accounts:
Claims Management (300 people / Claims Management Director)
Underwriting (Risk Assessment) (120 people / UW Director)
Reinsurance (40 people / Reinsurance Director)
IT (250 people / CIO) Accounts: PLN_MAIN, USD_OPEX
PMO / Project Managers (90 people / PMO Director)
HR (60 people / HR Director)
Finance and Accounting (120 people / CFO)
Customer Service (Contact Center) (200 people / CS Director)
Marketing & PR (90 people / Marketing Director)
Legal & Compliance (70 people / GC & CCO)
Risk & Actuarial (80 people / CRO & Chief Actuary)
How to assign a card?
After entering the home page or cards tab, click the ASSIGN CARD button, you will see a form that will allow you to generate a card in a few seconds.
In the CARD HOLDER DETAILS section, enter the details of the employee to whom you wish to issue the card. A unique phone number and email address are required to collect the card. These will allow for secure delivery of the virtual card to the employee.
Select an account and set card limits
(If there are insufficient funds in the account, the payment will not be processed - the terminal first checks the card limit and then the account balance; the transaction will be accepted only if both values are higher than the payment amount)
– in the ADDITIONAL LIMITS tab you can set time limits (daily, weekly, monthly), here you can limit cash withdrawals from ATMs or online payments.
Select a card design and name it, this data will be visible to the employee in the mobile/web application and in the Apple/Google Wallet.
If you're using the Sparados platform to manage a company with up to 100 employees, the LABELS section can be helpful for dividing employees into departments. Once you assign a label, it will be remembered and available for selection when assigning another card. You can use this label however you like, making it easier to find in future billing. Our clients use example labels like "Warsaw," "Lunch," or "Departure."
EXPENDITURE CATEGORIES can prove equally useful. You can issue cards to employees for use only at specific locations. Learn how it works: Merchant Category Code - What is it and how does it work?
After confirming all the data, click the SAVE button
Congratulations! Your card is ready for collection by an employee at their email address. We hope you enjoy using it!
How to create an expense category?
Sparados allows you to assign cards for use only at specific locations. This works using MCC codes assigned to each store. You can easily specify these when creating a card. Learn exactly how to create your own spending category. How can you limit your employees' cards?
How to get a Sparados card?
You don't have to be an administrator to have a Sparados card assigned! - If your administrator has assigned you a card, you'll receive it via email upon assignment. Card activation without the app
Once assigned, you can easily add the card to your Apple or Google Wallet. Just press the appropriate button.
How to top up your Sparados account?
Another crucial step is to top up your account. Since you already have a card, you'll need funds to spend. A single transfer is all it takes to top up your account. Learn exactly how: How to top up your Sparados account/card?
How to integrate your accounting system with Sparados?
We enable seamless document exchange with your existing accounting system! Many clients receive invoices or receipts from transactions directly via email. With our integration, you can simply forward such emails – straight to your accounting platform. Read more about this functionality: How to integrate your accounting system with Sparados?
Day 5
If you have been using Sparados for almost a week, it is the perfect time to start simplifying and accelerating processes in your company.
How to make your first transfer from your Sparados account?
You can make four types of transfers through Sparados:
ELIXIR, ELIXIR EXPRESS, INTERNAL, and SEPA. Select the account from which you want to transfer, enter your details, and send the funds. It takes less than three minutes!
Find out more: How to send a transfer via Sparados?
How to save a recipient in the system?
The first essential element to streamline company operations is the ability to save recipients. This will be useful when sending transfers to the same recipient several times a month. They will be saved to the recipient list when the transfer is sent. How do I save a recipient in the administration panel?
How to generate a transaction confirmation?
If you've already completed a few transactions and need confirmation, generate it with just one click. How do I generate a transaction confirmation?
How should your employees describe and add receipts/invoices to transactions?
Adding receipts to transactions in the Sparados app is proving to be a very useful feature. Invoice photos are automatically cropped using OCR. A process that once required a physical accountant to approve the receipt now takes just a quick phone call. Learn how: How to quickly add an invoice to a transaction
Example
A Verestro employee made a fuel payment during a business trip. They scan the receipt for the transaction in the Sparados app. The system automatically crops it and adds it to the appropriate expense, along with all the details (amount, date, and place of purchase). To change the transaction status, it must be approved by the administrator.
How do I request a limit increase?
Until the card expires, you can ask the administrator to increase your card limit if the current limit isn't sufficient for your current expenses. Keep in mind that the new limit will be reduced by any expenses already spent! For companies issuing cards to customers who don't need to request a limit increase, such as insurance companies, this feature may be blocked. How do I request a limit increase?
How to increase the card limit?
The option to change the limit is only available to the administrator on the dashboard! If you already know that your employee needs a higher or lower limit on their card, you don't have to wait for their request. Change the limit by selecting the card and clicking Edit.
How to add documents to Sparados?
On the Sparados platform, you can easily add your invoices and receipts to the documents section. Just drag and drop the appropriate file! Document exchange with Sparados
How do I remind you to add an invoice?
When you have employees who are behind on invoices for transactions, you can remind them directly from the app. A notification will be sent to all users who are still behind on invoices. How do I remind you to add an invoice?
How to integrate with Sparados via API?
We're enabling even faster automation with our system thanks to the Sparados API. Send cards and set limits even faster! API Sparados
Example
Verestro, after integrating with Sparados via API, can now assign cards directly from its system. Need to assign new employee cards to your sales team? Whether you're hiring a new employee or simply need to issue a card, you can do so directly from your internal application.
After integrating via the API, Verestro will now see details of all transactions on its platform. After a transaction is completed, the details are transferred directly to your system, without the need to access the Sparados platform. The transaction status will be immediately updated upon approval. The integration also streamlines the receipt of invoices and receipts, which are automatically transferred to the company's system. This is all thanks to integration with the Sparados API.
Day 30
It's the end of the month—it's time to settle accounts. With Sparados, it's much simpler and faster.
How to generate an account statement?
In Sparados, you can generate a statement for your entire account for a specific period selected in the filters. Specify the time period and press generate. It's that simple. You can find the statement in the accounts -> statements tab. How do I generate an account statement?
How to create a transaction report?
Much like a statement, you can download a report of each transaction. Generated reports can be found in the REPORTS tab. How do I create a transaction report?
How do I set up a low balance notification?
Never miss a situation where your account balance is lower than expected! Set up an alert when your balance drops below your expected threshold. How do I set up a low balance alert?
How do I approve an invoice for a transaction?
Invoices added to a transaction are saved in the administration panel's document database. The AI tool recognizes the transaction amount and date and assigns the appropriate document. As an administrator, all you need to do is press the "Accept" button when everything is correct. How do I approve an invoice for a transaction?
How do I assign multiple cards at once?
If you need to send more than one employee card for the same purpose, you don't have to click on everything individually! Use our "Assign Multiple" option and send several cards at once! You can define the limits in a single .csv file, which you can easily attach to the form. Learn how to complete it in our article: How to Assign Multiple Cards at Once?
Branded mobile and web applications, as well as payment cards
For the largest corporations, keep your brand in mind! We allow you to customize both the mobile and web applications to your needs. You can choose the website design and employee card templates to ensure the interface best suits your preferences and company standards.
Examples of personalized applications in Sparados:
Example: Insurance agent
At an insurance company with over 1,800 employees, 100 people use corporate cards to make purchases. The organization has four main payment accounts: PLN_MAIN – a domestic operational account used for expenses in Poland; EUR_MAIN – an account for settlements and expenses in EU countries (delegations, suppliers); and USD_OPEX – a USD account for global operational expenses (e.g., cloud, licenses, marketing, consulting). Additionally, there is a USD_CLAIMS account, used exclusively for international claims payments, premiums, and reinsurance settlements.
Access to accounts is granted only to departments that actually use them (e.g. USD_OPEX is available to IT, Marketing, PMO and Finance, while USD_CLAIMS is only available to Claims Adjustment, Reinsurance and the Finance department).
At the highest level (Level 1) are the CFO and COO, who have access to all accounts and global operational limits: PLN 2,000,000, EUR 400,000, USD 300,000 (OPEX) and USD 5,000,000 (CLAIMS).
Lower levels of administrators (Level 2 and 3) include individual departments and subgroups with their own limits and accounts.
Each department administrator can assign a new card to an employee in the dashboard, selecting the appropriate account and budget category. For example, an IT administrator can issue a card to an employee in the "Software Development" team, setting a limit of $5,000 per month, spending categories limited to software subscriptions and licenses, and the "Dev Tools" label.
Once assigned, the card is automatically added to the employee's profile, and they receive an email with an activation link. After clicking, they set their own password and PIN, and the card immediately appears in their Apple/Google Wallet.
The system automatically sends invoices to a dedicated email address, enabling automatic assignment to transactions and real-time expense tracking. Additionally, the company uses labels (e.g., "delegation," "cloud," "reinsurance") to facilitate reporting and cost analysis in the dashboard.
Thanks to the implementation, they also received a personalized card design and a branded web and mobile application, while maintaining full control over limits, access and settlements in multiple currencies.
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