Question 1

Permissions section

Accepted Answer

On the top left-hand side of the portal, click on your company name, and then click on permissions.
There are two ways to set up users, either by using the ‘invite member’ option or using the ‘create API’ option.

Invite member:
Input the User’s name and email address for the user to be sent the details by email.
Once the email is sent, you can select the ‘set permissions’ option’ to assign specific permission to the user for each section of the portal.

Create API:
Input the name of your API, your email address and login details, and click on ‘Add API key’, and follow the rest of the setup process using the documentation provided.

Question 2

Notifications

Accepted Answer

This new feature enables you to keep track of your notifications. There are two types of notifications. Dismissible notifications; These are configurable notifications which you can turn off if you need to and can be sent via email, only about events happening on the account (deposit, failed payments, etc.). Actionable notifications; Ones which are a prompt for something to be actioned. These will need to be actioned before being dismissed (T&Cs, Documentation requests, load card requests, approvals, etc.).

The max business hours setting= 168hours (7 days)

Question 3

Dashboard section

Accepted Answer

The dashboard provides 3 sections. A ‘Quick Setup’ section, an overview of ‘Transactions for’ a specific account, and a portal-wide ‘Notifications’ section.

Quick Setup:
In this section, you can quickly set up processes without needing to locate them from the left menu. These are:

Create a Contact
Create a Virtual Card
Send a Payment
Setup you Payroll
Connect to Xero

Transactions for:
In this section, you can use the filter to select a specific account and filter based on currency.

Notifications:
This will provide you with the last 5 notifications, be it approvals, card authentication declines, payments waiting for approval, reports generated, etc.

Question 4

Accounts section

Accepted Answer

The accounts tab shows all the accounts currently activated, including the currencies in which these accounts are activated. It also allows you to activate new accounts in more currencies by clicking on the ‘+ Activate Currency’ button.

By clicking on any account, you can view the recent transactions or historic transactions by filtering, using the to and from dates and hitting the refresh button next to them. On this screen, you can also export statements in CSV or PDF formats. You can also click on specific transactions for more information.

You are also able to limit your view to currencies that are only active for this account type, and the details for payments such as account numbers, payment type, and bank details.

There is also a feature to add sub-accounts on certain accounts. These may be used to split expenses and to organise your banking. Each Sub Account requires a name and will have separate bank details for the main account for ease of use (e.g., for Marketing, Payroll, etc).

Remember that to activate your account, you need to do what’s known as a penny test. This means that the first funds to hit your new account must come from an account in your name, or your company account.

Question 5

Contacts section

Accepted Answer

The contacts section of the portal allows you to create a contact as a beneficiary, prior to sending payments. The contacts are split between Individuals and Companies. To add a contact, you will need the name, a reference, the beneficiary country, email address, and bank details.

The ‘Individuals’ refers to the employees of the company that may need to receive their payroll payments (and not for individual supplier), whereas the ‘Companies’ section refers to all other payment recipients.

When entering the details for a contact, if the contact has local banking details, the payments will be sent local instead of via SWIFT. For example, is the contact account is in the US, you can fill in the local tab and the payments will be sent to them via ACH ABA routing.

Should the local bank details not be available for you in a particular currency, this may be due to the financial partner you are onboarded with. In that case, please speak to our support team to enable this for you.

You can now search for contacts using the search function at the top of the screen. This filters your contact list as you start writing.

Question 6

Cards section

Accepted Answer

The cards section allows you to create 3 types of cards; Paid Cards, Debit Cards and Government Cards. You can also view the existing cards from this screen and click on each for more information.

Each card has its own name, card number and settings. You may view the transaction history which includes the card creation details, any authorisations and card declines, as well as successful transactions. You can view who the card was shared with, the reserved balance and the spending limit, as well as block the card, increase or decrease the limit, or destroy the card.

Cards can be used to organise card payments internally, for example providing the marketing team with their own card means that all their transactions are tagged accordingly. They can also be used for subscriptions like google.

Prepaid Cards:
Load a card with a predefined amount. The amount will be blocked on the source account at the time of card creation or load.

Debit Cards:
Set a card limit and link it to an account. The amount will be blocked on the account at the time of purchase.

Government Cards:
Prepaid card for Government Services related transactions only. The amount will be blocked on the source account at the time of card creation or load. You can, for example, pay the government taxes. To do so, you would need to follow the below steps;

Go into cards and select "Government Service Cards".
Enter the card details required and create a card
Go onto the CFR website from here ( https://cfr.gov.mt/en/onlinepayments/Pages/Online-Payments.aspx ) and select "Government Payment Gateway".
Select "Pay with your credit/debit card".
Enter the payment reference number and amount and select Pay Now.
Enter the card details and follow the instructions on the screen.

Apart from the reference, name on card, top-up account, the amount on card and ability to schedule first top-up, you also may also choose additional features such as recurring top-ups (not for Government Cards cards), if you require documentation and to tag the card payment.

The ‘Set recurring top-up’ section is optional. Below are the settings it contains:

Cards can also be shared to specific people by email, this is done by toggling the ‘Share by email’ option and filling in the email address.

Watch this demo to see how create a virtual card: https://app.arcade.software/share/sOQqkLBKOMROPQFmQn1r

Note: You can create cards in EUR and GBP as of today, and we will be adding more very soon.

Question 7

External section

Accepted Answer

Here, through the open baking platform, we can connect to over 5k banks worldwide. This makes it easier to consolidate all your accounts under one roof. To link your external accounts, you will need to click onto the ‘Connect’ option (top right) and follow the steps there. Once an account is connected, you can view data over the last 3 months. Due to the PSD2 regulation, you will be prompted to re-link the accounts every 3 months. Note: there is no limitation on the number of external accounts you can connect here.

Question 8

Payroll section

Accepted Answer

In this section, you can simply add your teams and employees' bank details and send your payrolls in one go.

The first step would be to configure your payroll account. Once this is set up, you will then need to upload your employee list using the sample employee file available.

It’s important that the upload file is saved as a .CSV to be compatible. The reference needs to be unique, the name, surname, email, bank_holder_name and IBAN will be relating to the employee, country and currency will be pre-filled in based on the selection when downloading the sample file.

You can then upload the payroll details using the template available through the sample payroll file for ease of use.
The business owner email needs to be the email address of the portal’s account owner. This can be found through the settings page on your portal.
The employee reference can be anything, however we currently only allow Latin characters (a-z or A-Z) and numbers [0-9], dashes, underscores dots and spaces.
The amount format depends on the currency. For currencies which have 2 decimal places, e.g., EUR, they should input 100.50 to indicate 100 euros and 50 cents. For currencies which have 3 decimal places e.g., BHD, they should input 100.000 to indicate 100 BHD. Similar for other currencies like JPY which has 0 decimal places. they would input 100 to indicate 100 yen.
The currency needs to be the 3-letter code for that currency, you can find that through the link: https://www.xe.com/currency/
This will then be sent for approval. On the main screen, you can view the status of the payroll files submitted too.

Here's a demo on how to process payroll: https://app.arcade.software/share/WxoZEqx8GxyrWwZnUWPs

Question 9

Payments section

Accepted Answer

The payments screen provides you with a list of the payments and their status. Depending on your level of permissions on the portal, you may have access to approve, reject, cancel and upload proof of payment.
In this section, you can also send payments to an individual contact, or in bulk.
For individual payments, you will need to use existing contacts. For bulk payments, you will need to download the bulk payment template and fill it in - here's how you do it: https://app.arcade.software/share/EcM4hDXJbbsn4OZj0cQn

Question 10

Reports section

Accepted Answer

In this section, you can extract balance reports for the accounts held on the portal, as well as those linked through the external section by customising the data filters in your report.

Frequently asked questions about the product

Portal overview

Getting started guides

Payroll DOs & DON'Ts

Receivables

Accounts Receivable

Payables

Cards

International payments