Administrative panel for companies employing from 50 to 200 employees
- Igor Klimkowicz
- 6 days ago
- 8 min read
What you need to do:
Day 1
The first step you should take is to set the main account limit – without this, it will not be possible to assign any cards. During your first login, you will see a notification asking you to set this limit. The main account limit determines the maximum amount of spending that can be assigned to each new card in the system. This limit applies to the main account and is shared among all administrators.
Group Limit
– This is the maximum amount for which you will be able to issue cards; it is solely a restriction for portal administrators. Set it to an amount equal to the annual business expenses you currently incur. You can always change it later in the edit settings. Usually, the Card Limit is ignored – it indicates the maximum number of cards that can be issued by the administration – however, if you employ closer to a hundred employees, this limit can be useful for controlling individual groups.
After this step, you can already start issuing payment cards.
How to Add a New Administrator to the Platform
When your company needs more than one administrator on the panel to assign cards and control expenses, add them using the ADD EMPLOYEE function.
In larger companies, the most common role structure is: One corporate administrator, 5–6 corporate managers who cannot change limits but can issue payment cards (so-called team leaders), 2–3 people who cannot issue payment cards but have access to all transactions within a given group and subgroups and can generate reports.
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 within the appropriate departments, control the expenses and limits of each group, and restrict platform visibility. This functionality will help you manage business expenses and card limit approvals.
If you want to learn exactly how it works and what roles you can assign to your administrators, read the example in the following guide:
You can find the detailed instructions here: How to Create a New Group in Sparados?
Example:
The company “Verestro” employs 150 people, of which 43 use company cards for purchases. The company has three payment accounts:
One in EUR – designated for international payments.
Two in PLN:
Administrative PLN – for administrative and team expenses
Travel PLN – for expenses related to sales and business trips
Upper limits for the main Verestro group:
EUR account – 20,000 EUR
PLN accounts:
Administrative PLN – 200,000 PLN
Travel PLN – 100,000 PLN
Administrator Groups and Their Limits:
Sales – Subgroup of the main Verestro group(Entire sales team: 20 people / 2 administrators (HOS))
Use of cards for business trips and client payments.
Access to EUR and PLN accounts.
Limit: Travel PLN 60,000 PLN and 10,000 EUR
Domestic – Subgroup of Sales(8 people in the team / 1 Sales Director for Poland)
Limit: Travel PLN 40,000 PLN
No access to EUR account
International – Subgroup of Sales(12 people in the team / 1 Sales Director for international)
Limit: 5,000 EUR
No access to PLN accounts
Project Managers – Subgroup of Verestro(20 people in the team / 1 director)
Expenses related to project managers (integrations, computer equipment, client outings)
Administrative PLN – 20,000 PLN
HR – Subgroup of Verestro(5 people in the team / 1 administrator)
Office supply purchases
Administrative PLN – 30,000 PLN
Scrum Masters – Subgroup of Verestro(6 people / 1 Scrum Masters Director)
Purchases for internal team needs, event organization, etc.
Administrative PLN – 25,000 PLN
IT – Subgroup of Verestro(50 people)
Cloud service subscriptions, IT infrastructure
Administrative PLN – 100,000 PLN
Example
An administrator of the “Sales” group needs a card with a limit of 6,000 EUR. They submit a request for issuance. However, the limit exceeds the group limit of 5,000 EUR, so the request is sent to the highest-level administrator from the parent group, Verestro, who must approve it.
How to Assign a Card
Access the Card Assignment FormOn the Home or Cards tab, click the ASSIGN CARD button. You will see a form that allows you to generate a card within seconds.
Enter Cardholder DetailsIn the CARDHOLDER INFORMATION section, enter the details of the employee who will receive the card. A unique phone number and email address are required for the safe delivery of the virtual card to the employee.
Select Account and Set Card Limits
If the account balance is insufficient, the payment will not be processed – the terminal first checks the card limit and then the account balance. The transaction is approved only if both values are higher than the payment amount.
In the ADDITIONAL LIMITS tab, you can set time-based limits (daily, weekly, monthly). Here, you can restrict ATM withdrawals or online payments.
Choose Card Design and NameThese details will be visible to the employee in the mobile/web app and in Apple/Google Wallet.
Use Labels for Employee OrganizationIf you are using Sparados to manage a company with up to 100 employees, the LABELS section can help organize employees by department. Once a label is assigned, it will be saved and available for selection when assigning future cards. Labels can be used flexibly to simplify later expense tracking.
Examples: “Warsaw,” “Lunch,” or “Business Trip.”
Expense CategoriesExpense categories can also be useful. You can issue cards for use only at specific locations or block access to certain stores. Learn more here: Merchant Category Code – What It Is and How It Works
Save the Card After confirming all details, click the SAVE button.
Congratulations! Your card is ready to be received by the employee at their email address. Enjoy using it!
How to Receive a Sparados Card
You don’t need to be an administrator to have a card assigned in Sparados! If your administrator has assigned you a card, you will receive an email at the moment of assignment. Activating the Card Without the App
Once assigned, you can easily add the card to your Apple or Google Wallet. Simply press the corresponding button.
How to Fund Your Sparados Account
The next important step is funding your account. Since you already have a card, you need funds to spend. To fund the account, a single transfer is enough. Learn exactly how to do it here: How to Fund an Account/Card in Sparados?
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 an email directly to your accounting platform. Read more about this feature here: How to Integrate Your Accounting System with Sparados?
Day 5
If you’ve been using Sparados for almost a week, this is the perfect time to start simplifying and speeding up processes in your company.
How Your Employees Should Describe and Add Receipts/Invoices to Transactions
A very useful feature is adding receipts to transactions in the Sparados app. Photos of invoices are automatically cropped and formatted into PDFs using OCR. A process that previously had to go through an accountant and be physically approved now takes just a few seconds.
Learn exactly how to do it here: How to Quickly Add an Invoice to a Transaction?
Example: Verestro
At Verestro, there is no longer a need to submit paper documents for business trip or expense reimbursements. Since implementing our service, employees are required to take a photo of the invoice or receipt immediately after receiving it. If they fail to do so within 6 days of making a purchase, their card is blocked.
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How to Make Your First Transfer from a Sparados Account
You can make four types of transfers through Sparados: ELIXIR, ELIXIR EXPRESS, INTERNAL, and SEPA. Choose the account you want to transfer from, enter the details, and send the funds. It takes less than three minutes!
Learn more here: How to Send a Transfer via Sparados?
How to Save a Recipient in the System
If you plan to make regular transfers using our system, it’s worth using the recipient-saving feature. This allows you to execute transfers to the same individuals or companies faster and more conveniently, especially if you make them multiple times a month. The saved recipient’s information will automatically appear during future transfers.
How to Generate a Transaction Confirmation
If you’ve already completed a few transactions and need a confirmation, you can generate it with just one click.
How to Request a Limit Increase
Until the end of your card’s usage period, you can request the administrator to increase your card limit if the current limit is insufficient for your ongoing expenses. Keep in mind that the new limit will be reduced by any expenses already made!
How to Increase a Card Limit
The option to change the limit is available only to administrators in the panel! 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. Simply drag and drop the appropriate file!
How to Remind About Adding an Invoice
If your employees are late in adding invoices to transactions, you can remind them directly from the app. Go to the Transaction History tab, then apply time filters so that the reminder is sent to all users who have not yet added an attachment for transactions within that period.
The notification will be automatically sent to everyone who is overdue with invoices.
Day 30
End of the month – it’s time for settlements. With Sparados, this process is much easier and faster.
How to Generate an Account Statement
In Sparados, you can generate a statement for your entire account for a selected period. Specify the time range and click Generate. You can find the statement under Accounts → Statements.
How to Create a Transaction Report
If you need a report containing all invoices and receipts, generate a Transaction Report. You can do this in the Transaction History tab or on the card details page. Generated reports can be found in the Reports tab.
How to Set a Low Balance Notification
Never miss a situation where your account balance falls below what you expected! Set a notification to alert you when the amount drops below a specified threshold.
How to Approve an Invoice for a Transaction
Invoices added to transactions are stored in the administrative panel, in the document database. When an invoice is sent to the dedicated email address, the AI tool automatically recognizes the amount and date of the transaction and then assigns it to the appropriate transaction.
As an administrator, you only need to click the “Approve” button if all the data is correct.
Example: Verestro
One of the HR administrators wants to assign a lunch card to a new employee in the marketing department. In the panel, she enters the employee’s details: name, email address, and phone number. She sets an individual total limit of 9,600 PLN (12 × 800, since the card is issued for a year) and a monthly limit of 800 PLN/month. Additionally, she restricts the spending category to restaurants and grocery stores only. In the Labels section, she adds the tag “lunch” and sends the card.
The employee, who does not have access to the administrative panel, receives an email about the newly assigned card with a link to activate it in the web or mobile app. After clicking the link (or downloading the mobile app), the employee sets their own password and four-digit PIN, then is redirected to their profile, where they immediately see the new card. They can use it only in restaurants and grocery stores.
If they try to make a purchase in a different type of store, the system automatically detects the transaction and blocks the payment.
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