Step by step

How it works

Using virtual cards for corporate payments is a new, innovative, and highly efficient method for companies to get their tail spend under management. Discover how Q-Card revolutionizes the handling of B2B payments. 

Virtual Payment Cards

The Q-Card is a virtual Mastercard featuring a standard card number, expiration date, CVC code, and verification code confirmation that can be used worldwide. Q-Card is powered by Adyen, the largest payment service provider in Europe and active worldwide.

These virtual cards function identically to a physical Mastercard, but can be issued to any of your employees within seconds after approval, and are usable both online and at physical retail locations (Point of Sale). 

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So how does it work?

Request a virtual Q-Card in 3 steps via the desktop or mobile app that is pre-approved in the way you have set it up.

Step 1
Step 1: Create a purchase request

Using the Q-Card App, the employee can conveniently submit a request for an online Point-of-Sale (PoS) purchase of a product or service through the predefined structured workflow. The request is automatically sent to the budget holder or authorized approver who can review and either approve or deny the request within a matter of seconds using the Approval App. Such a purchase request can be initiated to obtain a virtual card or to secure approval for a wire transfer.

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Desktop
Approval

Step 2
Step 2: Start spending

As soon as the request has been approved, the employee will immediately receive a notification and can use the linked virtual card from his or her wallet directly via the Q-Card App.

Google Pay
Apple Pay
Online Payment

Step 3
Step 3: Track the transactions

When completing the purchase, all pending, historical and future transaction data will be available in the app. Through your app interface and the embedded BI dashboard provided by Q-Card, you can track all transactions and spending behavior organization-wide, by department, or by employee.

 

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Integration
Analytics

Curious about your benefits?

We assist companies in precisely determining the potential for Q-Card enhancements through our scanning process. This assessment provides concrete insights into the Q-Card cost-benefit predictions through our Tail Spend Analyzer tool.

Q-Card Mobile App 

Our Q-card Mobile app is highly favored by users for its excellent and easy to understand user interface, providing a consumer-like buying experience for all employees.

Equip your team with a tool that allows mobile receipt capture for expenses and real-time expense tracking via mobile app. 

 
 
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Discover the Q-Card use cases

Q-Card virtual cards provide a number of advantages that immediately put you ahead of the curve when it comes to marketing spend management. With Q-Card, you can reclaim control of your marketing department's finances, streamline reconciliation, and better manage marketing budgets. Q-Card can help you fund advertising campaigns, empower employees, and streamline your payment processes. 

   Online Ads       Subscriptions      Promo Items      Event Venues      Business Gifts

Executive Assistants can use prepaid virtual cards from Q-Card to make purchases on your behalf. With this approach, your Executive Assistant can buy things and make payments on your behalf without you having to handle reimbursements for those purchases or give your physical credit card. 

   Meeting Venues       Team Events      Dinners      Travel      Gifts

Virtual Q-Cards give businesses real-time insight into employee spending for Operations & Services. To make sure that company budgets and policies are followed, budget holders can remain in charge which expenses they approve with Q-Card. Better cost optimization and financial management are made possible by this degree of control. 

   Equipment       Maintenance      Repairs      Facilities      Services

Employees can use virtual Q-Cards that are already loaded for particular trips. They no longer need to use their credit cards or carry large amounts of cash as a result. Additionally, virtual Q-Cards offer comprehensive transaction data, which makes it easier to reconcile after a return and allows for accurate expense reporting. 

   Hotels       Flights      Train Tickets      Parking      Fuel & Gas      Meals & Entertainment

Q-Card Management System

Business card control and expense management all done via one centralized platform.

Setup an (multi-)entity approval matrix that works for your organization and predefine the coding data you would like at the time of the purchase request.

With Q-Card you will rarely find your self in need, but if a receipt or specific coding is missing or inaccurate, the accounting team will always be able to overwrite and make adjustments.

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Hear what they have to say

“By adding Q-Card to our digital agenda, Heijmans is extending its P2P processes, improving upfront visibility and control for a wide range of indirect spend categories throughout multiple departments. Another key goal is to leverage efficiency gains by reducing the current ERP vendor base consisting of a large variety of C-suppliers for small or infrequent purchases."


Job Verkerke
Chief Procurement Officer

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Frequently Asked Questions

How can I pay with the Q-Card in contactless point of sale situations?

Please ensure that you have added the Q-Card to your digital phone wallet. When being asked to pay, open the Q-Card in your phone wallet (Apple or Google wallet) and hold or tap the card on a contactless-enabled card reader. Do not try to pay with the Q-Card from the Q-Card mobile application directly. The payment must be done from the digital wallet.

How can I select the Q-Card in the digital wallet as my payment instrument instead of using my preferred pay solution?

Google wallet: You can tap and pay with other cards that aren't your default card. Open the Google Wallet app. At the top of your card, swipe from the right edge of the screen to left until you find the card that you want to use. Hold the back of your phone against the payment terminal.

Apple wallet: To use a different card, tap your default card to see your other cards. Tap a new card and authenticate. Hold the top of your iPhone near the contactless reader until it is done and a checkmark appears on the display.

Where can I add my payment receipts?

The payment receipts can be added in the application itself. The easiest way is to open the Q-Card app on the mobile device and naviagte to the third tab which holds the individual transactions. In there, a picture can be uploaded or taken.

Can I add my Q-Card to my PayPal account?

The Q-Card can be used to pay for certain goods and services through PayPal. However, you cannot use the Q-Card in your PayPal account to transfer funds for private purposes, such as sending money from one PayPal account to another.

Can I use my Q-Card in different countries?

Yes, you can use the Q-Card in other countries. Only a list of limited countries are refused. For a full list of refused country codes, please reach out to our Customer Support.

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Article July 2023

CPO Strategy - Issue 41

Heijmans & Q-Card: Constructing Procurement

Heijmans developed an influential relationship with the Q-Card App at the beginning of 2023. The firm opted for Q-Card's virtual cards to bring their spend under management. By adding Q-Card to its 2023 digital agenda, Heijmans is extending its P2P process, improving upfront visibility and cost control for a wide range of indirect spend categories throughout multiple departments. 

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We support organizations in effectively recognizing the improvement potential of Q-Card through our scans. This assessment provides a clear insight into the financial value that remains untapped by not bringing your tailspend under management.

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