Adding an authorized user on a business card

As you expand your business, you might consider extending the use of your business card to a trusted person or group of people—like employees. An authorized user can make purchases on behalf of the business. But as the primary cardholder, you’re ultimately 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 allow 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. But you, as the primary user, are still responsible for any charges on the account.
• You can usually add authorized users to your business account online or by phone. With Capital One, employee cards for eligible credit accounts are always 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 may be 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 transaction details

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.

Authorized users have to meet certain parameters—like age 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.

There are some things to keep in mind before you add an authorized user to your account.

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.
• 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 it at any time, but it’s important to only authorize a user who you trust.
• Sign-up bonuses typically don’t extend to authorized users: With business cards, the primary account holder is usually the only user eligible to receive a sign-up bonus.

The process of adding authorized users to a business card account can differ depending on the issuer. But in most cases, you can add an authorized user online by choosing the “request employee card” or “add cardholder” options from your card’s login screen. If you don’t see either prompt, call 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. Log in to your online account.
2. Click “Add New User.”
3. Input your employee’s full name, date of birth, phone number and Social Security number.
4. Choose to issue them a card or not.

Your Capital One account gives you all the tools you need to manage your 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 account.

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.