Team Cards: Expense & Rewards Cards for your team

Team Cards give your team a simple way to pay for business expenses without using personal cards or relying on manual reimbursements.

With Team Cards, you can:

Each team member can have up to one physical and one virtual Team Card.

Before you can issue Team Cards, the account owner needs to activate a Team Cards subscription.

From the Lopay home screen:

My Cards → Set up team cards

Review the Team Cards subscription and follow the instructions to activate it.

Sign in to the Lopay web portal.

Then go to:

Profile icon in the top-right corner → Settings → Cards → Rewards card

From the Rewards card tile, you can set up Team Cards and, once activated, access the tools for managing them.

Team Cards cost:

Physical and virtual cards count separately. For example, if the same team member has one physical and one virtual card, this counts as 2 Team Cards.

The account holder’s own Expense & Rewards Cards do not count towards the Team Cards subscription.

Your Team Cards subscription payment method is separate from the Lopay balance used to fund card spending.

Before you can issue someone a Team Card, they first need to be added to your Lopay team.

You’ll need to be the account holder or an account admin to add and manage team members.

From My dashboard, select My Team → Add member.

From Rewards card, select Manage team cards → Create team member.

You can choose between:

For a Standard account, enter the team member’s email address. You can also add their first and last name.

You control what each team member can access and do within Lopay.

The main permissions relevant to Team Cards are:

For most employees who simply need their own Team Card, Card holder is the relevant card permission.

Select Save when you’ve finished.

For more information about team accounts and permissions, see the Team Account FAQs.

When you add someone with a Standard account, Lopay sends them an invitation by email.

The team member should:

They do not need to create a new Lopay account from scratch or provide bank details as part of joining the team.

If the app asks them to Register rather than Accept invite, they should return to the original invitation email and select Accept invite again.

For more information, see How to use Lopay as a team member.

Once the person has been added to your team, you can create a card for them.

Go to My Cards → Manage cards → Set up a new card.

In the Lopay web portal, go to Rewards card → Manage team cards → Set up a new card.

Choose either:

Then select the team member who should receive the card.

Virtual cards are created digitally and can be used without waiting for a physical card to arrive.

They can also be added to Apple Pay or Google Pay.

Physical cards cost £4.99 including VAT and are posted to the shipping address you provide.

Delivery normally takes 2 to 5 working days.

You’ll be asked to enter or confirm details such as:

Accept the terms and conditions and complete the setup.

Once a virtual card has been assigned to you:

When a physical card arrives, the cardholder needs to activate it in the Lopay app.

Go to My Cards, select the physical card and choose Activate physical card.

Enter:

Then select Activate.

The first in-person transaction should be made using Chip & PIN. Contactless payments can then be used.

The team member can view or change their PIN from their card options in the Lopay app. Lopay may require verification before displaying sensitive card information.

For more detail, see the Expense & Reward Card FAQs.

Once activated, your Team Card can be used in the same way as any other Visa card to pay for business expenses, wherever Visa is accepted.

You can use your card for everyday business spending, including in-store, contactless and online payments.

If you have a virtual card, add it to Apple Wallet or Google Wallet from the Lopay app and follow the instructions on your phone to enable it. Once activated, you can start making payments.

If you have a physical card, activate it in the Lopay app before using it. Your first in-person payment should be made using Chip & PIN, after which contactless payments can be used.

Depending on the permissions set by the account owner, you may also be able to view card details, transactions and other card information in Lopay.

You can control how much each team member can spend using two different limits.

A Card limit controls how much the team member can spend over a selected period.

The limit applies across every Lopay card that person holds, rather than to an individual physical or virtual card.

For example, if someone has both a physical and virtual Team Card with a £500 daily Card limit, their combined spending across both cards cannot exceed £500 that day.

You can choose:

The limits reset as follows:

A Purchase limit controls the maximum amount the team member can spend in a single transaction.

You can choose a preset amount, enter a custom amount or select No limit.

In the app, go to My Cards → Manage cards, select the team member, then choose Card limit or Purchase limit.

On the web, open the team member from Manage team cards.

Lopay also shows how much the team member has spent during the current Card limit period. Only settled transactions are included in the displayed figure, so pending transactions may not yet be counted.

If you manage several Team Cards, you can update limits together using a CSV file.

This feature is available through the web portal.

Go to Manage team cards → Bulk update spend limits.

The account holder and account admins can manage Team Cards.

If you want another team member to access this functionality, enable the Manage all cards permission for that team member.

This permission allows them to issue, freeze, replace and cancel cards, view all team members’ cards and access card management functionality, including bulk spend limit updates.

Nothing changes when you first upload the file. Lopay shows you the proposed updates before they are applied.

Once complete, Lopay confirms which team members have been updated. Their new limits apply across every Lopay card they hold.

Account owners and people with card management permissions can manage individual cards from Manage cards / Manage team cards.

Use Freeze card to temporarily block a card.

A frozen card can be unblocked later.

Select Lost, stolen, or replace card.

The old card is cancelled and new card details are issued.

A replacement physical card costs £4.99 including VAT.

Existing Card and Purchase limits continue to apply because the limits sit against the team member rather than the individual card.

Select Delete card to permanently cancel it.

Once deleted, the action cannot be undone.

In short:

All Team Cards spend from the same shared Lopay balance.

Funds can enter this balance:

Individual team members do not have separate card balances.

There is currently no automatic top-up.

Only the account holder or an account admin can top up the shared balance.

To start a top-up:

The payment process is then the same:

You can top up between £5 and £1,000 in a single payment.

Having enough money in the shared balance does not override a team member’s Card or Purchase limit.

For example, if the shared balance contains £5,000 but a team member has a £100 daily Card limit, they can only spend £100 that day.

A payment can therefore fail because:

Whether a team member can see the overall Lopay balance depends on their permissions.

This is controlled using the Balance visibility permission.

Every purchase made using a Team Card earns fee-free payment processing for the main Lopay account.

Rewards are based on the amount spent on the card and are credited immediately.

Your standard reward rate depends on the account type of the team member making the purchase:

For example, if a team member spends £100:

Rewards apply to all card spend, with no cap or exclusions.

Rewards are applied to the main Lopay account, rather than to the individual team member who made the purchase.

The amount earned is also shown against the relevant card transaction.

Lopay lets you keep expense information alongside each card transaction.

From My Cards, select To do → Add expense information to see transactions that are still missing details.

Select a transaction to add:

Team members can add or edit expense information for their own transactions.

Account owners and card managers can add or edit expense information for any team member. Users with view-only access can see the information but cannot change it.

There is currently no submit, approve or reject workflow for expenses. Expense management is focused on adding and maintaining the relevant information against each card transaction.

Account owners and account admins can turn Expense alerts on or off from the Cards settings.

Expense alerts are sent as push notifications to prompt users about outstanding expense information.

Turning alerts off does not remove transactions from the To do list. It simply stops the push alerts.

Account owners and authorised team members can review spending across Team Cards from one place.

In the app, go to My Cards → Team expense reports.

On the web, go to Rewards card → Team transactions.

From here you can:

Select Download report to export your transactions as:

This can be useful for expense management, bookkeeping and accounting.

Go to Manage subscription from the Cards area.

Here you can see:

Select a previous payment to view its invoice and payment details. Invoices and receipts can also be downloaded.

Select Cancel subscription and confirm your choice.

Your subscription remains active until the end of the current billing period.

After that point, you will no longer be able to issue or replace Team Cards.

If someone leaves your business or no longer needs access to Lopay, remove them from your team.

When a team member is removed, their Team Cards are cancelled and can no longer be used.

Previous transactions and expense records remain part of your Lopay account history.

For more information about managing team members, see the Team Account FAQs.