If your UK-based workspace was opened on or before 16 August 2023, Cledara is upgrading to a new payments infrastructure to deliver enhanced processing speeds, stability, and security for your software spend.
This guide outlines the operational changes introduced by this migration and details the specific actions required by each role to ensure continuity of service.
Migration overview
Primary changes
Actions managed by Cledara
Unchanged services
Your action checklist by user roles
For Application Owners & Supplementary Card Owners
For Admins, Finance & Team Managers
FAQ section
Where can I check our new Cledara bank account details?
How do I transfer funds from the old account to the new one?
Will our Direct Debits be impacted by the migration?
Why can't I see our funds in the new account yet?
Is our Cledara Spend account or Spend cards affected?
How do I use My Tasks to update card details?
How do I track which cards have been updated across the company?
How do I cross-check our accounting setup after the migration?
What happens to pending transactions in our old account?
If you require technical assistance regarding banking details, accounting software sync, or card management during this transition, please contact your Customer Success Manager or email support@cledara.com.
Migration overview
Primary changes
- New SaaS Cards: Existing SaaS cards will be replaced with new Cledara cards.
- New Bank Account Details: The Sort Code and Account Number for your Cledara account will change.
Actions managed by Cledara
- Account Balances: All remaining balances will transfer automatically from your legacy account to your new account.
- Vendor Card Updates: While Cledara and Mastercard will attempt to update your new card details directly with your software vendors automatically, success rates vary by vendor. We highly recommend reviewing the Required Actions by Role to update your subscriptions manually.
- Deactivation Alerts: As a fallback measure, during August and September, if a vendor attempts to charge an inactive card rather than your new one, Cledara will notify the Application Owner directly so the details can be updated manually.
Unchanged services
- Cledara Spend Cards: This infrastructure upgrade does not affect Cledara Spend cards.
- Direct Debit Mandates: Any existing Direct Debit mandates established on your account remain unchanged and do not require modification.
- Historical Data & Setup: Your historical transaction data and existing application setups remain entirely intact.
Your action checklist by user roles
For Application Owners & Supplementary Card Owners
To prevent potential subscription disruptions, card owners should execute the following steps:
- Prioritise and Update Critical Payments: Identify your highest-priority or immediate software renewals. Log into Cledara, retrieve your new card details, and manually update these high-priority vendor billing portals first before their next scheduled billing cycle.
- Track and Clear Remaining Cards via My Tasks: For all other applications, use My Tasks to keep track of outstanding cards that still need to be updated.
For Admins, Finance & Team Managers
To maintain funding lines and accounting accuracy, please complete the following verifications:
-
Update Banking Payees: Due to the change in account details, you must:
- Update all existing standing orders and recurring transfers with your bank.
- Remove the legacy Cledara account details from your bank's saved payees list to prevent topping up the old account.
- Verify Accounting Integrations: Cross-check your accounting integration setup to ensure that transactions from the new account are syncing correctly with your books.
- Monitor Team Progress: Track outstanding card updates and verification statuses via My Tasks.
FAQs
Where can I check our new Cledara bank account details?
Your new Sort Code and Account Number are sent by email ahead of the migration. From 10 August on, you can also find them directly in Cledara by clicking the Top up button in Dashboard. Please use these new details for any manual bank transfers or standing orders from that date onwards.
How do I transfer funds from the old account to the new one?
You don't need to move your existing balance yourself. On migration day, Cledara automatically transfers all funds from your old account to your new one.
After migration, simply use your new account details for any future top-ups or bank transfers. If you fund Cledara using a standing order, you will also need to update it with your bank so future payments are sent to the new account.
Will our Direct Debits be impacted by the migration?
If you're funding your Cledara account via Direct Debit, there's nothing you need to do.
The only funding methods that require action are manual bank transfers and standing orders, which should use your new account details from 10 August.
Why can't I see our funds in the new account yet?
Your transfer is currently undergoing a standard review by our payments partner. The funds haven't been lost; they're simply being reviewed before being credited to your Cledara account.
Once the review is complete, the transfer will continue automatically. We'll let you know if any additional information is required, but in most cases, no action is needed from you.
Is our Cledara Spend account or Spend cards affected?
No. Your Cledara Spend cards and overall Spend account are completely unaffected by this migration. Only virtual cards used for your software management subscriptions are being reissued.
How do I use My Tasks to update card details?
Under My Tasks > Change card details, you can find your migration checklist for card updates. From here, you can:
- View all newly issued cards and access their details.
- Track which of your cards still require action.
To update a card:
- Click the View card details button next to the application.
- Copy the new card details and billing address.
- Log into your software vendor’s website and update the payment method with these new details.
- Return to the platform and click Complete to manually resolve the task.
If you have an important payment coming up, we recommend updating the vendor proactively to avoid any interruption.
How do I track which cards have been updated across the company?
As SaaS Admins, SaaS Finance, and Team Managers, you can track the status of your card updates in My Tasks.
Cards remain listed until they have either been manually marked as Complete, or successfully processed a payment using the new card. This makes it easy to see which applications still need attention across your team.
How do I cross-check our accounting setup after the migration?
Following the migration, we recommend checking your accounting integration to ensure everything is still syncing as expected. Go to Settings > Integrations to reconnect any dropped accounting connections, and make sure your transactions are now pushed to the correct account.
What happens to pending transactions in our old account?
If you have transactions pending in your old account during the migration, they will continue to be processed and settled accordingly.
In the event that a pending transaction is eventually cancelled and the funds are reversed, we will automatically direct those returned funds straight into your new Cledara account.
For pending foreign exchange transactions, we will reserve an additional 5% of the payment amount at the time of migration to buffer against currency fluctuations and ensure the transaction settles successfully. Once the payment has settled, any unused reserved funds will automatically be released into your new account. No action is required on your end.