FAQs

General

So, what exactly is Archa?

Archa is the only business credit card that helps you manage your business spending, reduce admin time and focus more on the big picture - so you don't waste time dealing with the hassle of financial admin. Issue cards instantly, onboard employees, track spending and reconcile expenses in real-time, giving you total oversight and control of your finances.

How does Archa work?

Once you have sped through our easy sign-up process, you will receive a physical Archa card which you can use to make purchases anywhere that Mastercard® is accepted. You can then use the Archa app to assign cards to employees, manage your company spend in real-time, keep track of your receipts, freeze and unfreeze cards and much more, all from your smart device.

Who can use Archa?

If you are a small to medium-sized business based in Australia, with anywhere from 1 - 100 employees, and your business uses accounting software, then Archa is right for you.

How much does Archa cost?

Archa is priced differently depending on your needs as a business owner. We have flexible options depending on factors like the size of your business and how much credit you want.

Learn more about pricing

Applications

How do I apply for Archa?

Applying for Archa is as simple as filling out the get started form on our website and completing the full application, including sharing your business bank statements.

What information do I need to provide?

When you sign up, we'll need access to 6 - 12 months of your business bank statements, giving us the information we need to do our credit underwriting for your business. We also need some additional personal identification information (Drivers Licence or Passport details) from the owners and team members in your business who will be managing the cards we issue. This protects your business by ensuring we are meeting our Anti-Fraud responsibilities by clearly verifying everyone's identity.

Why does Archa need access to my business accounts?

When we underwrite your business, we utilise data from your business bank accounts to determine your business’s creditworthiness. So we can provide you with spend management tools and a business credit card without you needing to give a personal guarantee.

Will Archa perform a credit check on me or my business?

As part of our assessment, we may conduct a credit check on your business. Additionally, in certain instances involving (but not limited to) sole owner/directors, sole traders, and individual trustees, we may need to conduct a commercial enquiry on individuals’ credit files. In such cases, we may request to view your consumer data along with a commercial report.

Setup

How do I activate my card?

Once you’ve received your Archa card, log into your Archa app on your phone and you will see a button on the home screen that says “Activate card”.
Tap this and simply follow the prompts to activate.

On the web app, log in and activate your Archa card by navigating to the "Cards" section and click "My Card", then just simply follow the prompts.

Once activated, your card is now available to make purchases and be added to your digital wallets.

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How do I set up Tap & Pay?

To add you card to Apple Pay:

On iPhone, open the Wallet app and tap the “+” sign.

For Apple Watch, open the Apple Watch app on your iPhone and select “Wallet & Apple Pay,” then tap “Add Credit or Debit Card.”

On iPad, go to Settings, open “Wallet & Apple Pay,” and select “Add Credit or Debit Card.”

On MacBook Pro with Touch ID, go to System Preferences, select “Wallet & Apple Pay,” then select “Add Card.”

To add your card to GooglePay:

First, download the Archa app from Google Play or the App Store. Then, just follow the instructions in the app. You can also set up GooglePay on the web at pay.google.com.

How do I upload a receipt?

Once you’ve made a purchase on your Archa card, it will appear in your transaction history:

View your recent transactions in the ‘Your Card’ tab
Tap ‘upload receipt’ and the app will direct your to take a photo or upload an image or PDF
Add an expense code and a note
Tap ‘Submit’. That's it!

This will automatically upload to Archa, and if your business has the Xero Integration set up, then your transaction will sync across to Xero.

For web app users, simply head to the "Transactions" tab and follow the steps above.

Primary Cardholders and Admins can now upload receipts on behalf of other cardholders!

How do I freeze my card?

You can easily freeze your card within your Archa app.

Simply follow these steps:

Log into the Archa app
Go to the tab with the wallet icon (this is the second tab from the left)
Tap on the button that says “Card Options”
Toggle on the button to freeze your card

If your card has been lost or stolen, please contact Customer Support at help@archa.com.au

How do I issue my employee a card?

It’s easy to issue company cards from the Archa app. Enter your employee’s details, set a credit limit, and we’ll organise to have those cards sent directly to your employees or your workplace. Simply fill out the form multiple times to issue cards to your whole team.

How are the cards linked to my account?

All new cardholders will share the company credit limit with your card equally. For example: if your card has a $5,000 limit, that will now be shared between the new employees added. You are then able to view all the transactions made under your account in your monthly statement.

How do employee credit limits work?

Simply set a limit on staff cards so your employees can only spend up to their designated limit, which will be shown in their Archa app. When anyone makes a transaction, the available balance shown in each cardholder’s app will automatically update to reflect the remaining credit availability.
The credit limit for your Archa account is pooled between cardholders, which helps you ensure your business does not overspend your limit.
Primary cardholders automatically have the credit limit set the same as the business limit, and you can easily track your secondary cardholders’ spending from your phone or the Archa web app.

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How can I change my employee’s credit limit?

Primary cardholders and account admins can easily change employee credit limits within the Archa app or Web app. Simply navigate to the specific card you want and set the limit anywhere from $0, to the full limit for the account.

How do I view my employee's transactions?

You can view all transactions made by cards connected to your account within the Archa App. In addition, transactions are also viewable on the monthly PDF and CSV billing statements, available for download on the 15th of every month via the primary account holders' Archa App.

Xero Bank Feed Integration

How does the Xero integration work?

When you connect your Xero account to Archa, you give Archa permission to send transactions and upload receipts to your Xero account. A bank feed will be created in Xero, and from then on, your transactions will sync to Xero hourly once they are cleared. Uploaded receipts will then automatically be matched to your bank feed.

How do I connect my Archa account to Xero?

Once you have activated your Archa card, it’s easy to connect to Xero from the Archa app.

Log in to the Archa app and select ‘Xero Integration’ on the home screen
Enter your Xero account login details
Select allow access, and select the organisation within your Xero account you would like to connect to Archa. Your bank feed will then be connected.
Next, toggle on the account codes cardholders can add to their receipt submissions. Cardholders will only see the ones you select.
Tap submit. Receipts can now be uploaded to Xero!

As an external accountant or bookkeeper, how do I manage my clients’ Xero integration and view receipts?

Connecting Archa with Xero can only be done for your clients via the Archa mobile app. To allow them to activate the integration, ensure your client has a Standard or Advisor user role in Xero. Ask your client to accept the invitation to join Xero, and connect from the Archa app. If they have any questions on how to connect, please direct them to these FAQs.

Once the Xero integration is enabled, you will be able to see all Archa transactions and uploaded receipts under the ‘Accounts’ tab in Xero.

How often will transactions and receipts sync to Xero?

Once new transactions are cleared, they are uploaded to Xero every hour. However, it usually takes 2-5 business days for pending transactions to clear. Receipts will be uploaded to Xero every hour; however, the transaction must have been previously cleared.

My transactions are not syncing to Xero, what has happened?

Sometimes it takes 4-10 business days for a transaction to go from pending to cleared. Once transactions are cleared, Archa will sync with Xero hourly. If you still appear to be having issues, we recommend disconnecting and reconnecting your bank feed from the app. If you still have issues after this, please contact our support team at help@archa.com.au.

How can I import previous Archa transactions into Xero?

To import transactions made prior to your Xero bank feed connection, you manually upload a CSV statement file, available to download from the app. The file will include transactions for the statement period: 15th to the 14th. Learn more about manually importing statements into Xero.

How will fees, transactions and repayments appear in Xero?

Fees and card transactions will sync through to Xero as "Spent", and Repayments will sync through to Xero as "Received", showing Transaction Date, Type (credit or debit), Payee, Particulars, Transaction Amount and Source. The Reference will include the Company name for Company cards or the Employee cardholder name for Employee cards, as well as the last 4 digits of the card number.

How do I disconnect my account?

If you wish to disconnect your account from Xero, you may do so at any time. Simply follow these steps:

1. Log into Archa
2. Go into Settings → Integration → Xero integration
3. Toggle the button for “Enable Xero Integration” off
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Rest assured, you can reconnect at any time, but for now your transactions will not sync to zero. If you disconnect and reconnect multiple times, there will be no duplicate transactions uploaded.

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Why hasn't my receipt been submitted?

There are a few reasons why receipt upload is not working as expected. Here are some of the most frequent ones:

Xero Integration is not enabled by the Primary Cardholder
One common reason is the Primary Cardholder has not yet enabled Xero integration or Xero integration has been disabled.
This can be easily resolved by going into Settings -> Integration -> Xero Integration and toggle on the Enable Xero Integration option. Then simply follow the steps outlined by our system to complete your integration.
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Large Image Size
If the image selected from your gallery is larger than 3 MB, Xero will be unable to process this image. We are currently working on a solution to address this issue, but in the meantime, users can take photos within our app to avoid this or take a screenshot of the receipt while in the gallery and upload the screenshot.
If you are uploading receipts via our Web App, Safari will automatically compress your images to a size suitable for Xero processing.
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Unsupported File Format
Xero currently accepts JPG, PNG and PDF file formats.
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Out of date App
Not using the latest version of the Archa app can sometimes cause issues with receipt upload. To check if you are using the most current version, head to the Apple Store/Google Play Store and check if there are any updates available. We recommend turning on "Automatic Updates" to make sure you always have the latest version.‍

Why are transactions showing as BAS excluded even though they include GST?

There are a few reasons why this can happen. The most common reason is if the image of the receipt is unclear. Without a clear image, our software won’t be able to read the GST amount in the transaction.
If your transactions are showing as BAS excluded, this can be easily resolved by adding the correct GST amount in Xero.

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Are Subscription fees GST inclusive?

Your subscription fee is not GST-inclusive because there is no GST component associated with our services.

Billing

What are the repayment terms?

Repayment terms are set at 30 days. We collect our payments via direct debit from your nominated account.

When will I be billed every month?

Your monthly billing cycle will be determined based on the date of your approval. For your convenience, we'll direct debit the full statemented amount from your nominated bank account and your balance will refresh 2 business days later.

Other

I want to make a complaint, how can I do that?

It's important that we are told when something is wrong, or your experience hasn't been great. Make a complaint or review our Complaints Policy.

Need more help?

For Archa customers, you can visit our Help Centre or email us at help@archa.com.au.

Otherwise, please fill in a contact sales form or email sales@archa.com.au and we'll be in touch.

What do I do if I see an unrecognised transaction?

At Archa we use the latest transaction monitoring systems running 24/7 to protect your accounts.

Sometimes however, you might see a transaction you just don't recognise and that's okay.

The merchant might use a different billing name, or the timing of the transaction might be off due to processing times. Most cases, if you search the name, you’ll find a match to the merchant you used recently.

However, in some cases, this solution does not always work. If you see an unrecognised transaction despite your best efforts to discover where it came from, we suggest:

Consider blocking your card from the Archa app.
Contact us at help@archa.com.au and we can provide more information on the transaction, and resolve the issue.

Speak with an Archa expert

Find out more about how Archa can help your business.

Get in Touch