To make use of the Virtual Card feature, you will need to have a UK Legal Entity and provide us with the information to set up a Stripe Connected Account

Learnerbly Virtual Cards are powered by Stripe and Visa.

To make use of the Virtual Card feature, you will need to have a UK Legal Entity and provide us with the information to set up a Stripe Connected Account on your behalf.

This account will be under your company name and as such are legal representatives of the account and agree to the Stripe Terms & Conditions.

To learn more about how our Virtual Card feature works, see our guide: Get to know Virtual Cards.

Important things to be aware of (especially Finance Teams)

How to get set up with Virtual Cards

Maintaining your Virtual Cards balance

This Connected Account will be created by Learnerbly on your behalf within Stripe. It is entirely separate from any existing Stripe account you may have.

Your Stripe Connected Account is a bank account which your employees will be spending from. This is its own independent account in your company’s name, which you will need to keep funded in order to use Virtual Cards.

In order to set up your Stripe account, we need a few details from you including a Legal Representative - someone who is authorised to act on behalf of your company and either owns >25% of your company’s shares or is a director.

The Terms relating to our Virtual Card product can be viewed in Clause 13 of our standard Terms, here: https://www.learnerbly.com/terms-and-conditions.

When setting up your account you will need to accept the StripeService and Connected Account Terms.

From a legal perspective, we are facilitating your organisation’s access to Virtual Cards provided by Stripe’s network. There you will need to set up a Stripe Connected Account to generate those Virtual Cards.

At the moment, Stripe does not offer a way to create these accounts directly, so you will need to provide the information to us, and we will set up the account on your behalf.

This account is under your company's name and you are the legal representatives of the account and agree to Stripe's T&C (below).

You will receive Stripe bank account details unique to your company to transfer the funds to cover Virtual Card transactions.

The account and any funds within are legally yours. Learnerbly cannot top-up, withdraw or otherwise touch your funds.

Your Stripe Connected Account is separate from the Learning Credits account.

Your Stripe Connected Account is a bank account in your company’s name, therefore Learnerbly will not invoice you. You will be required to manage the balance in this account to support Virtual Card payments. Learn more about maintaining your Virtual Cards balance.

As your employees will be spending on behalf of your company from your Stripe account, you will be responsible for your VAT recovery on items purchased with Virtual Cards. As they spend, employees will enter in your company information (name, address, VAT number) during the checkout/purchase process using their Virtual Card.

Employees are responsible for collecting VAT receipts when they make purchases with Virtual Cards. Upon collecting the receipt, they should upload a copy to Learnerbly by clicking ‘Upload Receipt’ on the My Request page of their Learnerbly account.

Administrators will then be able to download all invoices uploaded from your Admin dashboard as a zip file and forward these to your internal Finance Team for processing along with your existing VAT return process.

As per our Terms (13.2 h), Virtual Cards must be used for Learning Products.

Getting set up with Virtual cards is simple.

In order to continue spending via Virtual Cards, you will need to ensure your Stripe Connected Account has enough balance to cover purchases by your users.

Once you have created your Stripe Connected Account Learnerbly will provide you with the bank details (account number & sort code) for your new account. You’ll then be able to transfer funds to your Stripe account directly.

* As the Stripe Connected Account is a bank account in your name, unfortunately, we can’t currently make transfers between your Learning Credits balance and your Stripe account.

Each month, you’ll receive a summary of all your account’s transactions and balance - along with your regular Breakdown of Spend. If your balance is running low, your Finance Team can transfer funds using your Stripe Connected Account bank details.

If your balance runs out, payments made by Virtual Cards will be declined and employees will not be able to make purchases until the balance is restored.