Sparados Admin Panel for Startups
- Igor Klimkowicz
- 7 days ago
- 5 min read
What you should 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 card. During your first login, you will see a notification prompting 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, in your case 1–2 people. Set it to an amount equal to your current annual business expenses. You can change it at any time. If you are a small company, the Card Limit will not be necessary. It indicates the maximum number of cards that can be assigned by the administration, so you can safely skip this field.
After this step, you can start issuing payment cards.
Example: Sparados
How to best set group limits in a startup?
As a startup, Sparados has only one person responsible for company payments and purchases – the Finance Officer. During the first login, they set a group limit of 100,000 PLN, leaving the field for the number of cards empty (no restrictions). This restriction applies only to this administrator, as no one else in the company has the authority to issue cards.
The Finance Manager can now assign any number of cards within the granted limit of 100,000 PLN.
How to best restrict a card for an employee in a startup?
They want to assign a card to an employee in the marketing department. They enter the employee’s information: name, email address, and phone number, then set limits – 8,000 PLN total limit and 800 PLN monthly. Additionally, they restrict the spending category solely to payments for Facebook (Meta) and LinkedIn subscriptions, as the card will be used for marketing campaigns. In the tags, they add the keyword “marketing” and send the card.
The employee receiving the card does not have access to the admin panel. Within a few seconds, they receive an email about the newly assigned card, which they can access in the mobile app. From that moment, they can make payments for subscriptions. Every transaction made with this card will be tagged as “marketing,” making it easier to differentiate expenses later in the transaction report.
Sparados modernizes the entire invoice submission process to accounting. After adding an invoice and a description to a transaction, the system automatically sends the files via email to the accounting department. This makes the entire reconciliation process fast, convenient, and eliminates the need for manual document submission.
How to assign a card?
After navigating to the Home or Cards tab, click the ASSIGN CARD button. You will see a form that allows you to generate a card within a few seconds.
In the CARDHOLDER DETAILS section, enter the information of the employee you want to issue the card to. A unique phone number and email address are required to securely deliver the virtual card to the employee.
Select the 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 only be approved 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 restrict cash withdrawals or online payments.
Choose the card design and name it. These details will be visible to the employee in the mobile/web app and in Apple/Google Wallet.
The TAGS tab is usually used to divide employee cards by department, but if you are issuing only a few cards, this is not required.
The SPENDING CATEGORIES section is used to restrict where the assigned card can be used – for example, only in supermarkets. This feature is useful if you want to limit spending to food or transport.
After confirming all the details, click the SAVE button.
Congratulations! Your card is ready for the employee to receive via email. Enjoy using it!
How to receive a Sparados card?
As an administrator, you can also assign a payment card to yourself. Just remember that the account in the app for receiving the card is a separate account. You must go through the registration process when receiving your first card.
After assigning the card, you can easily add it to your Apple or Google Wallet. Simply press the corresponding button.
How to top up a Sparados account?
Another very important step is to fund your account. Since you already have a card, you need funds to spend. To top up your account, a single transfer is enough.
Learn exactly how to do it: How to top up an account/card in Sparados?
Day 5
If you have been using Sparados for almost a week, this is the perfect time to start simplifying and speeding up processes in your company.
How should your employees describe and add receipts/invoices to transactions?
A very useful feature is adding receipts to transactions in the Sparados app. Invoice photos are automatically cropped and formatted into PDF using OCR. A process that previously had to go through the accountant and be physically approved now takes just a few seconds.
Learn exactly how to do it: How to quickly add an invoice to a transaction?
How to make the first transfer from a Sparados account?
You can make four types of transfers through Sparados:
ELIXIR, ELIXIR EXPRESS, INTERNAL, and SEPA. Select the account you want to transfer from, enter the details, and send the funds. It takes less than three minutes!
Learn more: How to send a transfer through 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 people or companies faster and more conveniently, especially if you do it several times a month. The saved recipient’s information will automatically appear during future transfers.
How to generate a transaction confirmation?
If you have already made a few transactions and need a confirmation, you can generate it with just one click.
Day 30
End of the month – it’s time for settlements. With Sparados, this process is much simpler and faster.
How to generate an account statement?
In Sparados, you can generate a statement for the entire account for a selected period. Specify the time range and click Generate. You can find the statement under Account → 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. The generated reports can be found under the Reports tab.
How to send invoices automatically?
Sparados uses an integrated automatic invoice submission feature. Every invoice assigned to a transaction in the system is immediately sent to accounting, where it can be recorded without any additional actions from employees. Simply add the invoice, and it will automatically be sent to the accounting department’s email address.
Learn more about how to do it: How to integrate Sparados with your accounting system?
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