Preparation for Implementation Process

To ensure an efficient and smooth implementation of Acubiz, we ask you to review and prepare the following points before starting.

• 1. Authorization to bank/card issuer
• 2. Credit card types and liability arrangements
• 3. User matching key (Unique ID)
• 4. Delivery of bank transactions (Data types)

1. Authorization to bank/card issuer

For Acubiz to receive transaction data automatically, an authorization form must be completed, giving the card provider permission to forward data to us.

• Process: Fill out and return the authorization form to Acubiz as soon as possible. We will then submit it to your card provider.
• Timeframe: Please note that it typically takes 7-14 business days from when the card provider receives the authorization until the data arrives at Acubiz. Prompt return is therefore crucial to the schedule.

🔗 See the guide: Transfer of transactions from bank/card issuer to Acubiz

2. Credit card types and liability arrangements

To ensure the correct system setup, Acubiz needs to know your card provider as well as the billing and liability structure. Please specify which of the following agreement models you use:

• Company-paid corporate card: The company pays and is liable.
• Privately paid corporate card: The employee pays, but the company is liable.
• Private card: The employee pays and is personally liable (cannot be integrated into Acubiz).

Make sure the authorization form correctly reflects the selected card types so that we receive the appropriate data sets.

3. User matching key (Unique ID)

When the card provider delivers transaction data to Acubiz, a unique user reference (a matching key) is included for each transaction. This key is used to automatically match the transactions to the correct employee in Acubiz.

You can request a cardholder list from your card provider to see which ID is registered. Depending on your agreement with the provider, one of the following solutions is typically used:

• The card provider’s own unique ID per cardholder
• Employee initials
• Employee number
• Other specific identification key

4. Delivery of bank transactions (Data types)

To fully benefit from Acubiz, we recommend ordering two types of transaction data from the card provider:

1. Daily data: Ongoing recording of daily expenses.
2. Invoice data: The total monthly invoice from the provider.

If your card provider offers invoice data delivery, we strongly recommend activating this. It ensures significantly easier and more accurate reconciliation in your company’s ERP system.

Do you have questions?

Our implementation team is ready to help you successfully through the process. Don’t hesitate to contact us if you need any support.