A Weel card is issued to one identity-verified person, never a vehicle, site or shared role. This overview explains why, and shows the pattern that works instead: a Budget for the vehicle or site, with one nominated cardholder. You'll see how to tag spend for reporting, and what to do when that person changes.
How It Works
- Every card belongs to one identity-verified person, never a vehicle, site or team, since verification, liability and transaction history attach to that named individual, whether the card is theirs directly or scoped to a Budget they belong to.
- Set up a Budget for the vehicle, site or cost centre, and nominate its cardholder.
- Create a Budget named for it, for example "Ute 12" or "Site A Warehouse."
- Add the nominated person as a member. A first card-enabled Budget becomes their default, drawing their physical card; otherwise they get an extra card scoped just to this Budget.
- They spend against this Budget alone; its balance, limit and reset schedule stay separate from everything else.
- Name Budgets consistently to keep reporting clean. There's no separate budget code field, just a name, so a vehicle rego, site code or cost centre name keeps the Transactions and Reports pages splitting cleanly by vehicle or site.
- Tag spend finer with a Custom Field (Settings > Expense Fields > Custom Fields), required at the Budget level or set per transaction. Xero, MYOB, QuickBooks and Business Central import tracking categories automatically; NetSuite imports locations, departments, classes, customers and expense categories instead. No employee-level Custom Field exists yet, so tags live on the Budget or transaction, not a profile.
- Hand a Budget to someone new without losing anything. The Budget itself doesn't change: removing the outgoing person from its Cardholders list revokes their card immediately, and if that Budget was also their default, their physical card falls back to another card-enabled Budget, or none if it was their only one. Add the new person the same way: past transactions, the Budget's name, limit, history and Custom Field setup all stay untouched.
Good to know
- A Budget's own card is online-only unless it's the cardholder's default, so tapping or inserting a card in person, say at a fuel pump, needs that Budget to be their default, which only works if they don't already rely on a different one; only one Budget can hold that spot per person at a time.
- Weel can't make a vehicle, site or role the accountable party, and one card can't be shared or jointly issued. A rotating pool of users means spend attributes to whoever currently holds the card, so treat handover between them as an informal, team-managed process.