To add a new application, go to Applications > Add new application. A new form will appear where you can set up the application for your SaaS vendor, and create a virtual card for payment, if applicable.
The form consists of the following sections:
Application details
Budget details
Compliance requirements (available in the Compliance module)
Next steps
Quick travel to our step-by-step guide to add a new application.
Jump ahead to the FAQ section:
What happens if the application triggers an approval flow?
Application details
Here, you add the reasons why you are using the tool or paying for the service.
If Approval flow is turned on for your workspace, this will be the space for you to explain to the Approvers why the app is necessary for your team.
Assigning teams to the application will allow us to group your expenses by team, providing you with data for analysis.
If Approval flow is turned on for your workspace, your corresponding Team manager or Admins will be notified accordingly to approve your app.
If you do not have teams created yet, don't worry! You can always come back and edit this once your Admins have set up the teams according to your company's operating structure.
As some applications do not involve a charge, you can check this box to skip choosing a payment method.
Adding a free tool to Cledara allows you to see your full stack in one place, and if you have Engage, you will be able to survey your team's usage based on the applications you have added.
Budget details
By default, the budget currency is the same as the account you are in, which is USD.
You can set the budget amount in most currencies supported by Mastercard.
If you select a foreign currency as your budget amount, you will see the converted amount based on Mastercard's conversion rate that day further down the page.
Payment frequency can be set to weekly, monthly, quarterly, and yearly.
Once set, the app's budget will appear in the forecast regularly so that you can make sure you have enough funds in the account for the payment.
If you would like to pay for the subscription with a Cledara virtual card, select Add a virtual card to this application.
If you are not paying for the tool with Cledara yet, select I'll add this later. You can create the card once the application is approved.
Your card is set to have a soft budget. This means that your payment will go through regardless of the limit, but you will get a notification if the amount exceeds the limit.
If you'd like to set up a card limit to ensure your payments never exceed your desired threshold, select Set up a limit. If a transaction exceeds the set limit for a given period, the payment will be proactively blocked:
Compliance requirements
Compliance is available in our Compliance module.
Depending on your legal team's requirements, completing a Compliance Requirements questionnaire may be required when creating a new application.
Check how you can take the questionnaire as you add a new application.
Next steps
Then click on Add application at the bottom of the page.
If your application has a budget and virtual card is selected as payment method, a virtual card will be created.
You can check the details of the virtual card using the Update card details button under Main virtual card:
With those details in hand, you can now go to the application provider and change the card payment details to the newly created card.
From now on, the charge for the application will be made to this card, and you will be able to monitor the expense and easily deactivate the card if necessary.
Step-by-step guide to add a new application
FAQ
What happens if the application triggers an approval flow?
If the Approval flow is enabled, your request will be sent to your Admins and Team Manager.
Once approved, the application will be created; and if applicable, a virtual card will be generated. You can then access the Applications tab and click View card details to retrieve the card info for the vendor's billing page.