We know that our Virtual Card feature makes it easier than ever for you to access and purchase resources outside of our platform. We also understand that you might have some questions about how it works, what’s included, and how to get the most out of it—so we’ve put together this guide to help you navigate it with ease.
Why do I need to keep my receipt?
With regular requests, we handle all the receipts and VAT management for you and your company (we're great like that). When you purchase with a Virtual Card, we don't see the receipt on our end, however your company may need to see the receipt to manage their records.
What if the amount I put on the card is less than what I pay?
Great! Either you planned ahead or found a good deal. Any remaining funds from your purchase will be promptly returned to your personal learning budget once the resource is successfully purchased.
For example; when you make a request for £10, £10 is immediately deducted from your learning budget. If you then use your card to make a purchase for just £6, we put the remaining £4 straight back into your learning budget. This means you always have an up to date balance on how much you have to spend on your learning goals.
The price of my resource has changed, or I haven't requested enough. What do I do?
We’re unable to change the amount on a virtual card once it has been processed. However, we can assist you with canceling and refunding the request, after which you can simply resubmit it with the correct or increased amount to purchase the resource using a new virtual card.
💡 Please note that our virtual cards are set to GBP by default. If the resource you’re purchasing is priced in a different currency, we strongly recommend increasing the requested amount, as the conversion rate may fluctuate.
I wasn’t able to upload the receipt. Could you please assist me with this?
This issue may be due to one of the following reasons:
You need to click 'View Details' on the request, which will redirect you to the page where you can upload your receipt.
There may have been an error or system glitch while you were trying to upload the receipt. You can try it again tomorrow or feel free to reach out to us, and we’ll investigate this for you.
The virtual card feature has been disabled. This may have been done either by your organization or by us following internal discussions. As a result, you are currently unable to upload receipts. You’ll be able to try again once the virtual card feature is restored.
The receipt format you’re trying to upload isn’t recognized by our system. We only accept PDF, JPG, or PNG files, with a maximum size of 5MB.
How does it work?
This feature allows you to get Learnerbly’s virtual card loaded with funds from your learning budget which you can use to purchase a learning resource that is not currently available on Learnerbly. Once your request has been approved by your manager, you’ll be able to generate unique card details for your request. You can use this virtual card to pay anywhere that Visa debit cards are accepted.
What currency can I purchase in?
Even though your personal learning budget is in £GBP, you can make a purchase in any currency anywhere that accepts debit cards. If you’re purchasing a resource with a different currency, we recommend doing a quick currency conversion to make sure you’re requesting enough funds. Don’t forget to add any delivery or taxes.
What happens if the amount on the Virtual Card doesn’t cover the cost of the learning resource?
The amount on a Virtual Card will be limited to the amount you requested, so if your learning resource is more than what’s loaded on the Virtual Card, you’ll need to cancel and make a new request. We recommend you look at any additional taxes or delivery fees before making your request.
What if I’ve changed my mind and want to purchase something else using the Virtual Card?
We want to make sure the request matches the transaction on the card, so if you’ve changed your mind and want to purchase something else, please cancel the existing request and make a new request.
What happens if there’s money left over from using the Virtual Card?
Any unspent money will be returned to your learning budget after the transaction is completed.
Can I purchase multiple resources using the Virtual Card?
No, you can only make one transaction per card, so if you’d like to request multiple learning resources please request each resource individually.
Can I request a subscription?
We don’t currently support recurring payments as each virtual card is a one-time-only use. However, you can try requesting an annual or longer-term plan as long as the card is charged at the time of purchasing the subscription. Once the subscription needs renewal, you’ll need to re-request it.
Does a virtual card expire?
Virtual cards have expiration like regular debit cards, but it's not advisable to retain them. Keep in mind that your learning budget has a validity period. If there are any transaction issues requiring a refund and your learning budget has expired, the refunded amount will be credited back to your previous budget, which is already inactive, making it unusable.
Should I keep my receipt?
Yes, and don’t forget to upload the receipt once you’ve successfully purchased the resource using the virtual card. Also, make sure to keep a copy of any receipts associated with virtual card requests for your company’s records.
How do I cancel my request?
Contact us via Intercom to cancel your request. You can read more on our guide here.
My payment was declined, what do I do?
Firstly make sure you've used the correct payment details. With auto-complete, it's easy to use your personal information.
Some examples of why a card might be declined are;
Incorrect expiry date, card number or CSV.
Wrong cardholder name.
Incorrect billing address.
The payment is more than the spending limit on your card.
Your organization's virtual card account is low in funds resulting payment decline.
There's a glitch in the checkout system.
The payment process differs from a debit transaction, such as wire transfers, for instance.
The card is being rejected due to the merchant's payment security system.
If you encounter difficulty purchasing your resource with a virtual card, please reach out to us via Intercom, and we'll look into this for you.