How It Works

Issue, code, report

KleerCard links spend cards directly to your grant ledger, so compliance happens at the moment of purchase, not six months later during the audit.

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Step 1

Issue cards with grant policy attached

Before a card is ever swiped, you define which grants and programs it can be used for, what merchant categories are allowed, and what spending limits apply.

Create virtual or physical spend cards and assign them to a specific grant, program, or cost center before issuing.

Set merchant-category restrictions, per-transaction spending limits, and approval requirements per card.

Assign cards to staff members with role-appropriate access. Finance directors retain full visibility.

Card Policy Setup
Youth Services Card
Youth Services Grant
Active
Capacity Building Card
CB Fund 2025
Active
Admin Card
Unrestricted Admin
Active
Step 2

Real-time grant coding on every swipe

The moment a purchase posts, KleerCard reads the card's assigned grant policy and codes the transaction automatically. No staff action required.

Abstract proportional ring diagram showing fund allocation across three program categories

Transactions are coded in real time at the point of authorization, before the charge settles.

Purchases that violate restricted-fund rules trigger an immediate alert to the finance director and are flagged for review.

Every transaction carries grant code, program code, merchant category, and timestamp - ready for export at any moment.

Step 3

Audit report generation, on demand

When your auditor asks for grant-coded transaction detail, you pull it instantly. Every entry is already coded, categorized, and cross-referenced to the correct fund.

Export full grant-coded transaction history as PDF or CSV in the format your auditor expects.

Filter by grant, date range, card holder, or merchant category to generate program-specific reports.

Transaction data syncs continuously to QuickBooks or Xero - your accounting software stays current without manual entry.

Grant Export - Q1 2026
Youth Services Grant
14 transactions
$2,841.00
Capacity Building Fund
8 transactions
$1,110.50
Unrestricted Admin
6 transactions
$487.20
Common Questions

How It Works: FAQ

Get Started

Ready to stop coding transactions manually?

Request early access and we will walk you through setup for your specific grant portfolio.

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