Tip: if you see Payment profiles in your Account settings, it means you are using the new company structure.
What are payment profiles?
Payment profiles are our way to manage how people from each company pay for their trips
They are designed to define how and when people will pay for trips, which currency they'll pay in, when we will invoice for these trips, and who we will invoice.
How to use payment profiles
In your TravelPerk account, you can create as many payment profiles as you like for each Company.
Note: if you're on our Premium or Pro plans, you can set up additional payment methods (direct debit, top-up, automatic and manual SEPA). Contact your account manager for help with this.
Each payment profile can only belong to one company, and most people only have access to their own company's payment profiles.
For example, if a person belongs to Acme Corp Ltd, they won't be able to see any payment profiles for Acme Corp Inc. An exception to this rule is the case of admins, who have access to all companies and all payment profiles in an account.
You can restrict the permissions to a specific group of people, or you keep the payment profile open for all people in that company.
You can define when we will invoice you for a trip (e.g. instantly or monthly) and who will receive the invoice. By default, trips will be invoiced to the company that the travelers belong to.
How do I create or edit a payment profile?
Creating a payment profile
If you're an admin, you can create different payment profiles for each company and restrict access to specific groups of people.
When new people are added to a company, they will automatically have access to any unrestricted payment profiles that already exist.
- Go to Account settings then Payment profiles
- Press New payment profile
- Enter the credit card details and add the people who are able to authenticate the payment method
- Press Continue
- Choose which company this payment profile belongs to and who from that company can use it to book trips
- Press Continue
- Choose when you would like to receive the invoice, in which currency, and who we should send the invoice to
- Press Create payment profile
Editing a payment profile
There are some restrictions when editing a payment profile. Once you save the credit card details, we validate them, and after validation, you'll no longer be able to edit the card details. You're also not able to edit which company the payment profile belongs to.
Tip: you can create multiple payment profiles for the same card details for multiple companies.
You can always edit the permissions on who can use the payment profile and billing information.
Please note, any changes regarding the currency or billing period will only come into effect after the current billing period ends. For example, if the payment profile has a monthly billing period, and you change the currency mid-month from EUR to GBP, all the trips booked until the end of the month will still use EUR as the currency. From the first day of the next month, trips will begin to use GBP.
How do I remove a payment profile?
If a payment profile becomes redundant, or if the card attached to the payment profile is no longer valid, you can remove the payment profile.
- Go to Payment profiles, find the one you want to remove, then press the 3 dots in the top right-hand corner
- Select Delete payment profile
Note: if the payment profile has already been used to book trips, but now you want to make it unavailable for others to use for future bookings, then you can archive it instead. We'll show a message if this is the case.