Reminders for receipts and Cardholder comments are Motive Card features that remind cardholders to complete required post‑transaction details like uploading receipts and adding comments, enabling fleets to always have the documentation and context they need for accurate expense tracking and compliance.
Overview
- Automated follow‑ups on missing documentation: When a transaction requires a receipt or additional context (for example, non‑fuel spend that needs review), cardholders receive reminders via the Motive apps to upload a receipt and add a brief comment.
- Streamlined post‑transaction workflow for drivers: Tapping the reminder opens the exact transaction so cardholders can quickly attach a photo of the receipt and enter notes, making it easy to complete all post‑transaction metadata from their phone.
- Better records for finance and compliance: Consistent receipts and cardholder comments give fleet admins clean, contextual data for audits, coding expenses, and investigating suspicious or out‑of‑policy purchases.
| Note: All cardholders with Driver App version >=73.2 installed on their mobile device can now upload receipts and add comments against transactions by default, within 14 days after each transaction. |
Enabling a reminder for receipts after a transaction
1. Log in to the Fleet Dashboard > click Admin.
2. Click Products > Cards.
3. Click the Policies tab > click three dots on the required policy in the Transaction Requirements section > click View policy.
4. Click Edit in the Pre - Transaction Requirements section > check Require Vehicle ID or Asset ID > click Save.
5. Click Edit in the Post - Transaction Requirements section > check Require a receipt after every transaction > click Save.
6. Cardholders will then be sent reminders after every transaction to upload a receipt using the Driver App in the following ways:
a. Push Notification: A push notification gets sent after every transaction as a reminder to upload a receipt. Tapping the notification takes you to the right transaction in the Motive Card Hub to upload the receipt.
b. In-App Notification: A notification is sent after every transaction as a reminder to upload a receipt. Tap the notification to open the transaction in the Motive Card Hub and upload the receipt.
c. Tasks widget: The Motive Card Hub displays a Tasks widget to all fleet cardholders, showing the number of transactions awaiting receipts.
| Notes: Irrespective of whether reminders are enabled or not, cardholders would be able to add/modify/delete receipts using the Driver App within 14 days after a transaction, after which they would not be able to modify the receipt or other details against a transaction. |
Viewing uploaded receipts
1. Click Cards > Transactions tab > select the required transaction to view the receipt for.
2. Scroll down and select to open the required image.
Deleting receipts
1. Follow step 1 from the above section.
2. In the Transaction Details window, click the Receipt image you wish to delete.
3. The image preview displays > click the delete icon.
4. A pop-up message appears confirming the deletion > click Delete.
Editing Cardholder comments
1. Follow step 1 from the above section.
2. In the Transaction Details window, click the edit icon in the Cardholder Comment section.
3. Once the edits have been made > click Done.
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