Company Card & Budgets | CONFIRM Docs

Your organization has one company card. It pays for job board ads and for background checks your organization pays for. Admins manage the card, the monthly budgets, and the payment log on Settings → Billing & payments. Recruiters and Hiring Managers can spend against the card but never see or enter its details.

Only Admins see the Billing & payments card on the Settings page. Anyone else who opens the page is told that only organization admins can manage billing and payments.

Who can do what

Action	Admin	Recruiter	Hiring Manager	Viewer
Add, remove, or change the default company card	Yes	No	No	No
Set the monthly budgets and alert thresholds	Yes	No	No	No
View payment activity	Yes	No	No	No
Buy job board ads and order background checks on the company card	Yes	Yes	Yes	No
Go over a monthly budget	Yes, after confirming	No	No	No

When someone other than an Admin pays, they see only the card’s brand and last four digits, for example “Charged to Visa ••4242”. If there’s no card on file, they see “Your admin needs to add a company card” and can’t complete the purchase.

The company card

The Payment method section lists the saved cards, with the expiry date and a Default tag on the one that’s charged.

Add a card: click Add card, enter the card details in the Add a payment method dialog, and click Save card. The card can take a few seconds to appear in the list.
Change the default: click Make default on another card. All new purchases use the default card.
Remove a card: click the remove icon on its row and confirm with Remove card. If you remove the default card, your newest other card becomes the default.

The company card can be a credit or debit card, or a Link wallet. A Link wallet shows with a masked email, for example “Link · j•••@company.com”.

Recurring job board postings already on a card may fail to renew if you remove that card. With no card on file, nobody on your team can buy job board ads on the card until you add one.

The same card pays for org-paid background checks, so Replace or Add a card on the Background Checks Settings tab changes this card too. See Background Checks Overview.

Monthly budgets

There are two monthly budgets, each on its own card:

Budget	What counts toward it	If left blank
Marketing	Job board ads, whether paid with the company card or added to your invoice, including renewals	No monthly cap
Background checks	Background checks your organization pays for	Not allowed while your organization pays for checks by card. A budget is required.

Each card shows the current period’s dates and a bar with Used, In progress (purchases being processed), and Remaining (or No cap). The card is marked Past alert threshold or Cap reached when those apply.

To change a budget, enter an amount in Monthly budget (USD) and a whole percentage between 10 and 100 in Email admins at (% used), then click Save. The alert threshold starts at 80%. Your CONFIRM account team can also set these budgets.

Alerts

Every Admin is emailed once per period when spending crosses the alert threshold, and again when it reaches the cap. Each email links back to Billing & payments.

Going over a budget

When a purchase would take a budget past its cap:

Recruiters and Hiring Managers are blocked. They see a message such as “This would go over this month’s marketing budget ($120.00 left). Ask an admin.” Nothing is charged or ordered.
Admins are asked to confirm. For a job board order, the dialog asks “This goes over the monthly budget by $X. Post anyway?” with Post anyway and Don’t post. For a background check, the Admin ticks a box confirming the order before it can be sent.

Every time an Admin goes over budget, it’s recorded in payment activity and all Admins are emailed.

Recurring job board postings always renew, even when the renewal takes the marketing budget over its cap. The renewal still counts toward the budget, and Admins are emailed when it goes over.

Payment activity

The Payment activity table is a log of every charge, failed charge, refund, renewal, budget block or override, card change, and budget change, newest first.

Column	What it shows
When	Date and time
Who	The person and their role. Renewals and other actions CONFIRM takes on its own show as Automatic. Changes made by your account team show as CONFIRM staff.
What	The area (job board ads, background checks, company card, or budget) and what happened. For purchases, it also notes Card or Invoiced.
Amount	The amount, with refunds shown as negative
Status	For example Paid, Failed, Refunded, Blocked, or Approved, plus an Over budget tag where it applies

Use the menu at the top of the table to show only Job board ads, Background checks, Company card, or Budgets. Click Show older to load earlier entries.

Posting to Job Boards: buying ads with the company card.
Ordering & Tracking Checks: ordering background checks.
Spend & Billing: your running total for the billing cycle.