You can connect the business cards you already use, such as a bank-issued debit or credit card, to Weel. Their transactions then sync into Weel as expenses, so your team can complete them just like a Weel card expense. You keep your existing cards (and their points), and every expense goes through one process. Completed expenses then export to your accounting software.
New to expenses in Weel? Start with How to complete an expense report.
Before you start
You will need:
- Owner, Admin or Accountant access to your Weel account
- Your business's registered name and ABN saved in Weel
- Online banking login details for the bank that issued the cards
- Each team member who'll use an external card set up in Weel with the External accounts payment type. Add it under People by editing the person and updating What payment types can be used?
- (Recommended) Your accounting software connected to Weel, with a bank account set up for each card
Note: You can connect Australian dollar (AUD) credit card and transaction accounts. Other account types won't appear in Weel.
Step 1: Connect your cards
Connecting your cards uses open banking, through Mastercard. You give consent at your bank, and Weel never sees your banking password.
To connect your cards on the web:
- Open the Cards page from the left-hand navigation menu in the Weel web app.
- Click Connect external cards.
- In the secure window that opens, select your bank and log in with your online banking details.
- Choose the card accounts you want to share with Weel and confirm your consent.
Step 2: Assign each card
Once you've connected your cards, the Assign connected cards panel opens. Each card needs a one-time setup. For each card:
- Under Assign card holder, select the team member who will complete expenses for that card in the Cardholder field.
- Under Map bank account code, choose the bank account in your accounting software that the card's expenses should sync to.
- Click Save and next. On the last card, click Connect [N] external cards.
Important: Transactions only sync from cards that have been assigned. If you close the panel early, click the external accounts status next to the card tabs on the Cards page, then select Resume mapping.
Step 3: Transactions sync into Weel
Weel checks your connected cards for new transactions once a day. Each new transaction appears on the Transactions page as an External transaction, assigned to the cardholder.
Things to know:
- Only completed (posted) purchases sync. Pending transactions show up once your bank processes them.
- Transactions made before you connected the card won't be imported.
- Bank fees, interest and payments into the account won't sync.
- External card spend doesn't change your Weel account balance.
To see only external card spend, filter the Transactions page by External transaction.
Step 4: Complete the expense
The cardholder completes an external card expense the same way as a Weel card expense, in the Weel web app or the Weel mobile app. They:
- Open the transaction.
- Add the receipt.
- Fill in the category, tax and any custom fields your business uses.
Receipt and description requirements follow your existing card expense settings.
Please note, external card expenses don't currently use budgets or go through approval rules, and card blocking doesn't apply to them.
Step 5: Export to your accounting software
Completed external card expenses export to Xero, MYOB, QuickBooks Online, Microsoft Dynamics 365 Business Central and NetSuite. Each one exports separately, as soon as it's ready, with its receipt and coding attached. It's recorded against the bank account you chose for that card in Step 2:
| Accounting software | What Weel creates |
|---|---|
| Xero and MYOB | A Spend Money transaction (Receive Money for refunds) |
| QuickBooks Online | A Purchase from the mapped bank or credit card account |
| Business Central | A journal entry against the mapped bank account |
Weel doesn't create a bank feed for external cards. Your bank's own feed in your accounting software stays as it is. Match each bank feed line to the transaction Weel created when you reconcile.
Note: If a card has no bank account mapped, its expenses won't export.
Things to remember
- Consent lasts 12 months. To review, renew or stop sharing a card, click the external accounts status on the Cards page and select Manage external accounts.
- Export error: "The bank account linked to this card is no longer in your accounting software". Assign the card to a bank account again from the Cards page, then click Manual Re-sync.
- Connection failed? If you see We couldn't connect your bank, click Try again. If it keeps failing, contact our support team.
- When a team member is removed from Weel, their external cards are disconnected automatically.