To add a new application, go to Applications > Add new application. A new form will appear for you to set up the application for your SaaS vendor.
Here you add the reasons why you are using the tool or paying for the service.
If Approval flow is turned on for your workspace, this will be the space for you to explain to the Approvers why the app is necessary for your team.
Assigning teams to the application will allow us to group your expenses by team, providing you with data for analysis.
If your workspace has Approval flow turned on, your corresponding Team manager will be notified accordingly to approve your app.
If you do not have teams created yet, don't worry! You can always come back and edit this once your Admins have set up the teams according to your company's operating structure.
As some applications do not involve a charge, you can check this box to skip choosing a payment method.
Adding a free tool to Cledara allows you to see your full stack in one place, and if you have Engage, you will be able to survey your team's usage based on the applications you have added.
By default, the budget currency is the same as the account you are in, which is either GBP or EUR.
You can set the Budget amount in most currencies supported by Mastercard or Visa.
If you select a foreign currency as your budget amount, you will see the converted amount based on Mastercard or Visa's conversion rate that day further down the page.
That includes a default 20% safety buffer to make sure that your payment is not affected by FX fluctuation, and it will be the amount we top up your card with automatically.
Payment frequency can be set to weekly, monthly, quarterly, and yearly.
If you set a fixed budget for this app, your card will be topped up regularly based on the frequency you set.
If you set a soft budget for this app, it will appear in the forecast regularly so that you can make sure you have enough funds in the account for the payment.
You can choose to pay the vendor via card payments or transfers.
You can have both virtual cards created and transfers enabled for an application at the same time. This means you can switch easily between payment methods for the same vendor.
Heads up: Payment by Transfers is a feature available in our latest Pro plan.
If you are interested in the feature, feel free to contact us at email@example.com about upgrading your plan.
To control your spending, you can choose between a fixed card or a soft card. Read more about them here.
Everything looks good?
Then click on Add application at the bottom of the page.
If Approval flow is enabled, it will be sent to the admins and your team manager for approval.
Otherwise, the application will be automatically created and so will the virtual card (if applicable).
Once your request is approved or the app is created, you can check the details of the virtual card by accessing the application in the Applications tab and using the View card details button.
With those details in hand, you can now go to the application provider and change the card payment details to the newly created card.
From now on, the charge for the application will be made to this card, and you will be able to monitor the expense and easily deactivate the card if necessary.