Adding an authorized user on a business credit card

As you expand your business, adding authorized users to your credit card account can help keep operations running smoothly. Authorized users are typically trusted employees who receive their own cards to make purchases on behalf of your company. As the primary cardholder, you’ll maintain visibility over their purchases and be responsible for paying the account balance on time. 

Learn more about adding an authorized user to your business card and what to consider.

What you’ll learn:

• An authorized user is someone you trust to make charges on behalf of your business—often an employee. 

• Authorized users generally get their own card—known as an employee card—to make purchases, and you can earn rewards on those purchases. You, as the primary cardholder, are still responsible for any charges on the account.

• Most issuers allow you to add authorized users to your account online or by phone.

• Adding employee cards to your Capital One Business card account is free.

An authorized user on a business card is a person or group of people you allow to make purchases with your credit account. After you’ve designated an authorized user or users, they will receive their own cards to make charges with—also referred to as employee cards. While it can vary depending on the issuer, authorized users are typically able to:

• Activate their own cards

• Access certain account information, like card balance and available credit

• Replace their card if it’s been lost or stolen

• Review, download and print transaction details

• Resolve fraud or purchase disputes made with the card

• Earn rewards on every purchase for the account

Some business card issuers—like Capital One—also allow you to appoint an account manager in addition to authorized users. Account managers typically have the same permissions as authorized users but with added autonomy to do things like make vendor payments with Accounts Payable, add authorized users and more. Because of the increased autonomy of account managers, business owners generally use them to handle some of the administrative burden associated with running a business card account.

The primary cardholder on the business account can add employees or other trusted individuals, like business partners or co-owners, to spend on the company’s behalf. 

Authorized users have to meet certain parameters—like age or spending limits—laid out by the card issuer. You should also ensure any authorized users on your account can be trusted to use the card responsibly. And keep in mind that you can lock an authorized user’s card at any time.

Adding an authorized user can help you monitor employee spending and streamline operations, but keep in mind some issuers charge additional fees—and you’re responsible for all transactions made on the account. Here’s what to consider before you add an authorized user to your business card. 

Some benefits of adding employees as authorized users to your card include:

• Track and monitor employee spending: You can stay on top of employee spending and understand how money is being spent on each authorized user’s card.

• Operate more efficiently: Employees can make purchases on behalf of the company without the primary cardholder present and without having to submit expense reports for reimbursement.

• Earn rewards on purchases: If your employees are authorized users on your business card account, you can accrue rewards—like cash back—on every purchase they make.

• Set spending limits: Some cards let you set individual spending limits for employee cards so you can customize the amount you want spent on each.

Some drawbacks of adding employees as authorized users to your business account include:

• There could be additional fees: With Capital One Business cards, employee cards are always free. But some card issuers may charge a fee for each authorized user.

• You’re responsible for payments: When adding an authorized user, you’re liable for payments as the account holder. The primary account holder always retains full control of the card and can lock the authorized user’s card at any time, but it’s important to only authorize users you trust.

• Potential for insufficient available credit: In some cases, employee purchases may reduce available credit, which could create challenges if the primary cardholder needs to make a large business purchase.

The process for adding authorized users to a business card account varies by issuer. But in most cases, you can add an authorized user online by:

• Signing in to your business credit card account online.

• Choosing the Request Employee Card or Add Cardholder option from your card’s sign-in screen. 

• Completing the required information, such as the user’s name, date of birth and Social Security number (SSN), to add them to your business card account.

If you don’t see these prompts in your online account, contact your business card issuer.

If you’re looking to add an authorized user to your Capital One Business card, you can simply follow these steps:

1. Sign in to your online account.

2. Select the level of access for your new user.

3. Input your employee’s full name, date of birth, phone number and SSN.

4. Choose whether to issue them a card.

Your Capital One account gives you all the tools you need to manage authorized users, including locking cards, removing users from the account and adjusting access levels. And with Capital One Business cards, you can give authorized users account access so they can set up and manage their own online accounts.

Here are answers to some frequently asked questions about adding authorized users to business credit cards.

If you’re a business owner looking to give your employees access to your business card account, you can make them authorized users. Keep in mind that you’re liable for any charges on the account, so it’s important to only add employees you trust as authorized users. When you have authorized users on your business account, you can track and monitor their spending—while still earning rewards on purchases and maintaining complete control over the account.

Capital One lets you add employees as authorized users for free—and you can manage their accounts from anywhere. Compare Capital One Business cards today to find one that best supports your business. You can even see if you’re pre-approved, with no impact to your personal credit scores.