III. Feature Details

1. Re-designed Virtual Card Transactions Page

This is the re-designed page -

• Virtual Card Transactions Header has been renamed to Card Transactions. 
• Filter Layout and Pagination has also been updated.

2. Dynamic Filter Rendering

Card Program Type Selection - The Card Transactions Page supports multiple card program types, allowing users to switch between different transaction sources.

• When multiple card program types are available in a ProSpend site -
  • The system displays a “Select Card Program Type” placeholder on loading the page -

• When only one card program type exists -
  • The system automatically selects the available value
• The selected card program type drives -
  • Available filters
  • Visible actions
  • Transaction results

The filter section dynamically adapts based on the selected card program type, ensuring users only see relevant fields.

When WVC (Wise Virtual Card) is selected -

Additional filters are displayed -

• Status
• Card Type
• Decline Reason

When other card program types are selected, only standard filters are displayed

Filter Persistence

The system maintains a smooth user experience by preserving filters where applicable.

• When users change the Card Program Type -
  • The system retains applicable filter values

3. Dynamic Action Buttons

Actions available on the page depend on the selected card program type.

Standard Actions (All Card Programs) -

• Export CSV

WVC-Specific Actions -

• Sync Transactions
• Import Transactions

Note - this report currently shows only Wise transactions and transactions imported via Open API.

Card Transactions Import Service

I. Overview

The Card Transaction Processing Service is responsible for handling the import of card transactions as expenses within the system.

This service will eventually manage the importing, validation, processing, and transformation of transaction data received from multiple sources such as card providers, third-parties, and WVC (Wise Virtual Card) integrations.

Its core responsibilities include -
 

• Transaction data is validated, with checks to ensure received transactions are not duplicated under the same card program
• Assigning transactions to users
• Creating corresponding expense records
• Linking transactions to billing statements
• Managing transaction statuses and exceptions

II. High-Level Flow

• The service receives transaction data from configured sources such as card providers, external integrations, or Wise Virtual Card (WVC) platform.
• Each transaction is validated to ensure the required information is available for processing.
• The system attempts to identify and match the transaction to an existing card program.
• If a valid match is found, the transaction is processed into ProSpend as an expense record
• Where applicable, the transaction is aligned to a billing cycle
• If the transaction cannot be fully processed, it is flagged for manual resolution, allowing users to complete missing details.
• Once completed, the transaction becomes available for operational use, including expense management and reporting.

III. Email Notifications for Unsuccessful Processing

When a transaction cannot be successfully processed during import, the system triggers an automated email notification to inform relevant users and guide them on the required next steps.

Email Template -
 

Hi [First Name] [Last Name],

A transaction failed during the import process for (Claimant) [First Name] [Last Name]:

Card ID: XXXXX (if available)
Transaction ID: 874231
External Transaction ID: TXN-100234
Transaction Time: 15 MAR 2026 HH:mm timezone
Posting Date: 15 MAR 2026
Amount: 85.50 AUD

[Failed reasons and required actions]

Regards,
ProSpend Team

Note: Do not reply to this email as this is from an automated email address which is not monitored.

Sample -

Failure Reason and Required Actions

1. Bill Cycle

Failure reason -
Bill cycle not found for posting/transaction date.

Required action -
Create the bill cycle for the period and retry the import.

2. Card Suffix

Failure reason -
Card suffix does not match the transaction.

Required action -
Please verify the card number matches the transaction’s card suffix.

3. Workflow

Failure reason -
No workflow configured for claimant.

Required action -
Configure the claimant’s workflow and retry the import.

4. Generic

Failure reason -
Unexpected backend processing error.

Required action -
Retry. If issue persists, contact support with Transaction ID.

Notification Type Preference

The “Card Transaction Import Error Emails” notification is available in Notification Type Preference Settings. Only users with the following roles can access and configure this -
 

• Admin
• Payer

Email notifications will be sent only to -
 

• Users with Admin or Payer roles, and
• Users who have opted in to receive this notification