Card Settings

Card settings in Topkey give you precise control over how card transactions are tracked and reviewed. Three areas work together to enforce your compliance standards: Submission Rules (what every transaction must include), Card Lock Settings (automatic enforcement when cardholders fall behind), and Notification Routes (who gets alerted and when).

Submission Rules

Navigate to Settings → Transactions → Submission Rules to configure the requirements that must be met before a cardholder can submit a transaction for review.

Configuring Required Fields

Submission Rules let you define exactly what information every card transaction must include. When a requirement is turned on, cardholders see that field as a checklist item on the transaction — they cannot submit it until every required field is filled.

The available requirements are:

• Receipt required — the cardholder must attach a receipt image or file.
• Memo required — the cardholder must enter a short note describing the purchase.
• Category required — the cardholder must select a GL code (accounting category).
• Property required — the cardholder must link the transaction to a property.

Each requirement also supports a minimum dollar amount. If you set a minimum, transactions below that amount are automatically exempt from that requirement — regardless of card-level settings. This is useful for small incidental purchases (for example, requiring receipts only on transactions over $25).

Require Completion

The Require completion toggle enforces that all mandatory fields are filled before a transaction can be submitted for approval. This includes property, category, and receipt — based on whichever requirements you have enabled.

Transaction Completion Window

You can also set a completion window — the number of days a cardholder has to complete a transaction after it posts. Transactions older than this window can optionally be marked complete automatically using the auto-complete outside window setting, so your inbox stays manageable without manual clean-up.

Additional Requirements

Depending on your account configuration, you may also see options to require:

• Work order — the cardholder must link a work order to the transaction.
• Accounting dimensions — for accounts connected to an integrated accounting system, you can require fields such as class, location, or department on each transaction.

Automation Options

Two automation settings help reduce the manual coding burden on your team:

• AI-powered GL category suggestions — when enabled, Topkey automatically suggests an accounting category based on the merchant and transaction details. The cardholder can accept the suggestion or choose a different category.
• Auto-classification rules — Topkey can automatically assign a property or GL category to a transaction based on the merchant or the cardholder. You can enable merchant-to-category mapping, cardholder-to-property mapping, or both. If a conflict arises (for example, a merchant maps to one property but the cardholder maps to another), you can configure whether Topkey ignores the conflict or flags it for review.

Exemptions

Exemptions let you carve out specific cards or merchants from one or more requirements. You manage exemptions on the same Transaction Settings page (navigate to Settings → Transactions → Transaction Settings).

For each requirement — receipt, memo, category, and property — you can specify:

• Exempt cards — individual cards that are never asked to meet that requirement. For example, a shared marketing card where receipts are managed by the marketing administrator can be exempt from the receipt requirement.
• Exempt merchants — specific merchants that are never flagged for a requirement. This is useful for recurring vendors where the transaction details are always known (for example, a monthly software subscription that never requires a memo).

When a card or merchant is exempt from a requirement, the cardholder never sees that field as required on those transactions.

Card Lock Settings

Navigate to Settings → Card Lock Settings to configure automatic enforcement rules. When a cardholder has not completed the required fields on their transactions after a set number of days, Topkey automatically locks their card until they catch up.

How Card Locking Works

1. A transaction posts to a card.
2. Topkey tracks whether the required fields have been completed.
3. If the cardholder has not completed the transaction within the configured number of days, the card is temporarily locked.
4. The cardholder receives a reminder notification the day before the lock deadline (configured via Notification Routes — see below).
5. Once the cardholder submits all outstanding transactions, the card is unlocked automatically — no admin action is required.

Creating a Lock Configuration

1. Select New on the Card Lock Settings page.
2. Choose the cards this rule applies to.
3. Enter the number of days before the card is locked.
4. Select which requirements trigger the lock — receipt, memo, category, property, or accounting dimensions.
5. Select Save.

You can create multiple lock configurations with different timeframes for different groups of cards. For example:

• Marketing cards: lock after 7 days
• Operations cards: lock after 14 days

Editing or Deleting a Lock Configuration

• To edit a rule, select it from the list and update the settings, then select Save.
• To remove a rule, open it and select Delete. Removing a rule resets any compliance status that was applied to transactions under that configuration.

Notification Routes

Navigate to Settings → Notifications → Routing to control who gets notified when something happens with a card.

Each notification route connects a specific event type to one or more recipients. You can target recipients by role (for example, all admins) and enable or disable a route at any time without deleting it.

Card Notification Types

The following card-specific notification types are available:

• Virtual Card Created — sent when a new virtual Topkey card is issued in your account.
• Physical Card Created — sent when a physical Topkey branded debit card is issued and shipped.

In addition, the Card Compliance Reminder and Incomplete Reminder notification types (found under the Transactions category) are sent to cardholders leading up to their card lock deadline.

Creating a Notification Route

1. Select New on the Notification Routes page.
2. Select the Notification Type you want to route.
3. Under Targets, select the roles that should receive this notification (for example, Admin).
4. Check Enabled to activate the route immediately.
5. Select Save.

Editing or Disabling a Route

To change a route's targets or notification type, select the three dots next to the route card and choose Edit.

To silence a route temporarily without deleting it, select the three dots and choose Disable. The route remains in your list but will not send any notifications until you re-enable it.

How These Settings Work Together

Submission Rules, Card Lock Settings, and Notification Routes form a single compliance workflow:

1. Submission Rules define the bar — which fields every transaction must include, at what dollar thresholds, and which cards or merchants are exempt.
2. Card Lock Settings enforce that bar over time — cards are locked automatically if a cardholder falls behind, and unlocked as soon as they catch up.
3. Notification Routes keep everyone informed — cardholders receive reminders before their card is locked, and admins are alerted when new cards are issued.

A typical setup for a property management company might look like this:

• Receipt required and Category required turned on for all cards
• Marketing card exempt from the receipt requirement
• Lock rule applied to all Operations cards after 14 days
• Virtual Card Created and Physical Card Created notifications routed to all admins

Frequently Asked Questions

What happens to a locked card — can the cardholder still see their balance or transaction history? Yes. Locking a card only prevents new purchases from being authorized. The cardholder can still view their transaction history and complete outstanding transactions. Once all required fields are submitted, the card unlocks automatically.

Can I require a receipt only for transactions above a certain amount? Yes. Each requirement — receipt, memo, category, and property — has its own minimum dollar threshold. Set the threshold to the amount above which you want the requirement to apply. Transactions below that amount are automatically exempt.

If I update the required fields in Submission Rules, do existing card lock configurations update automatically? Partially. If you turn off a requirement in Submission Rules that was previously required, Topkey automatically syncs that change to your card lock configurations so those cards are no longer locked for the removed requirement. However, adding a new requirement to Submission Rules does not automatically add it to existing lock configurations — you will need to edit each lock rule manually.

For additional assistance, Contact Support.