To add a new application, go to Applications > Add new application. A new form will appear where you can set up the application for your SaaS vendor, and create a virtual card for payment, if applicable.
The form consists of the following sections:
Application details
Budget details
Compliance requirements (available in the Compliance module)
Next steps
Quick travel to our step-by-step guide to add a new application.
Jump ahead to the FAQ section:
What happens if the application triggers an approval flow?
What happens if the workspace has multiple currency accounts?
Application details
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 Approval flow is turned on for your workspace, your corresponding Team manager or SaaS Admins will be notified accordingly to approve your app.
If you do not have teams created yet, you can always come back and edit this once your SaaS Admins have set up the teams according to your company's operating structure.
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.
Budget details
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 exchange rate 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.
Payment by Transfers is available in our Pro plan.
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.
If you are interested in the feature, feel free to contact us at support@cledara.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.
If you choose a fixed budget, more payment options are available to optimise your SaaS payments: budget flexibility, automatic flush, and the first top-up date.
Compliance requirements
Compliance is available in our Compliance module.
Depending on your legal team's requirements, completing a Compliance Requirements questionnaire may be required when creating a new application.
Check how you can take the questionnaire as you add a new application.
Next steps
Once everything looks good, click on Add application at the bottom of the page.
If your application has a budget and virtual card is selected as payment method, a virtual card will be created.
You can check the details of the virtual card using the Update card details button under Main virtual card:
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.
Step-by-step guide to add a new application
FAQ
What happens if the application triggers an approval flow?
If the Approval flow is enabled, your request will be sent to your SaaS Admins and Team Manager.
Once approved, the application will be created; and if applicable, a virtual card will be generated. You can then access the Applications tab and click View card details to retrieve the card info for the vendor's billing page.
What happens if my workspace has multiple currency accounts?
If your workspace operates with multiple currency accounts (e.g., separate accounts for EUR and GBP), Cledara automatically routes the application to the most appropriate account based on your budget selection:
For example:
- An application with a budget set in EUR will be created in the EUR account.
- An application with a budget set in GBP will be created in the GBP account.
For budgets set in a currency you do not hold an account for (e.g., SEK or JPY), the application will be created within the account you are currently viewing at the time of creation.
To ensure your foreign exchange is converted to your desired currency, double-check which currency account you have selected in the dashboard: