> ## Documentation Index
> Fetch the complete documentation index at: https://squad.so/docs/llms.txt
> Use this file to discover all available pages before exploring further.
# Let your teammates pay with your card
> Add a payment card to your Wallet, choose who may use it, and approve each purchase that a teammate makes, including a free trial that only saves your card.
A teammate can pay online for something that you asked for, with a card that you keep in your own card vault. The teammate never sees the card number. Each payment waits until the card's owner approves it on their own device. A payment that nobody approves in time pays nothing.
How a purchase works:
1. You ask a teammate to buy something, for example "Renew the acme.com domain".
2. The teammate shops in a checkout window in its browser on your squad's computer. It types a stand-in card number into the store's form and selects the store's pay button once.
3. Squad asks the card's owner to approve that one payment: the store, the amount, and the card.
4. The owner approves on their own device. The real card pays only then.
5. The teammate confirms the order number from the store's receipt.
Your cards and your teammates' purchases are in the **Wallet**, a place in the sidebar. It was called **Payment cards** and was in **Settings** before October 14, 2026.
A teammate can also start a free trial, or use a coupon that brings the total to 0. That checkout only saves your card with the store. See [Free trials and checkouts that charge nothing](#free-trials-and-checkouts-that-charge-nothing).
## Before you start
* Each person in your squad has their own card vault. You add and remove cards there, not in Squad.
* Only Visa, Mastercard, American Express, Discover, and JCB cards can pay this way. Other cards show in the list, but a teammate cannot pay with them.
* A Viewer cannot add a card.
## Add a card
Select **Wallet** in the sidebar. If it is not pinned, it is under **More**. You can also press ⌘K (Ctrl+K on Windows) and type Wallet, or type Wallet in **Find a setting** in **Settings**, where it shows under **Outside Settings**.
Select **Add a card**. If you already have cards, the button is **Add or remove cards**. Your card vault opens in a new tab.
Add the card in your card vault.
Go back to the Squad tab. The list of cards loads again, and the new card shows as the brand and the last four digits, for example "Visa ending in 4242", with the month and year when it expires.
With no card yet, the Wallet shows **No cards yet** and "Add a card, and your teammates can ask to pay with it. Its number stays in your card vault, and you approve every payment yourself." With cards, the line above them says "Your teammates can pay with these cards for work they do for you. You approve every payment yourself."
To remove a card, select **Add or remove cards** and remove it in your card vault.
A teammate can also ask you for a card. It posts an **Add a card to your Wallet** card in your chat, and the bell shows a row. Select **Add a card** on the chat card to open your card vault. When you save a card, the teammate that asked is told, and it continues. The chat card does not show in a group conversation.
## Choose who may use a card
A new card is yours only: teammates can use it only for work that they do for you. To let others use it:
In the **Wallet**, find the card.
Under **They can also use it when they work for**, turn on **Everyone in the squad**, or turn on the switch beside each person's name. While **Everyone in the squad** is on, the switches for each person are hidden.
Each switch saves by itself. There is no **Save** button. While Squad saves one switch, the others wait. When the save is done, the switches show what Squad saved. For example, a person who left the squad in the meantime is not on the card.
You still approve every payment on your card, whoever a teammate buys for. When nobody else is in your squad, the card shows no switches, unless it is still shared with everyone.
Which cards a teammate may use depends on whom the work is for. It is the same rule as for [connected accounts](/docs/integrations#who-can-use-an-account):
* Work for one person can use that person's own cards, the cards shared with them, and the cards shared with everyone.
* Work for several people can use a card only when each of them may use it.
* Work for the whole squad can use only cards shared with everyone.
Squad checks the sharing again when a purchase starts. A card whose owner left the squad, or became a Viewer, is not offered.
Each person sees and shares only their own cards. The owner of the squad cannot see or share another person's cards.
## Approve a purchase
When a teammate is ready to pay with your card, Squad asks you to approve. You see the request in these places:
* **Needs you**, under **Purchases to approve**, as the same card as in chat.
* **Today**, under **Needs you**: the teammate, its sentence, **Review and approve**, and the time by which to approve.
* The bell: the teammate "wants to pay" the amount at the store "with your card." Then "Approve or decline within" and the minutes left before the request runs out, as your card vault sets it. When the card vault sets no time, the row ends with "Approve or decline it." For a checkout that charges nothing, the teammate "wants to save your card at" the store, "with nothing to pay now", and then the later charge if there is one. For a paid purchase with a later charge, the row adds "(then" and the charge ")".
* The chat, when you asked for the purchase in a chat with the teammate, as a **Purchase** card.
Each place says the purchase in one sentence, for example "Otis wants to pay \$23.06 at Example Store." The amount shows in your browser's format. A checkout that charges nothing says, for example, "Atlas wants to save your card at SiteGPT, with nothing to pay now, then EUR 63.66 on 21 Oct." When the teammate names a later charge, the sentence ends with "then" and that charge. The card also shows why the teammate is buying, the card it uses, and "Approve by" a time ", or nothing is paid." (", or the card isn’t saved." for a checkout that charges nothing). Once the purchase no longer waits for approval, the sentence says what the teammate "asked to" do, for example "Otis asked to pay \$14.00 at Namecheap.", and the status says how it ended.
To answer:
Select **Review and approve**. The approval page of your card vault opens in a new tab.
Check the store, the amount, and the card.
Approve or decline the payment on your device.
Under **Review and approve**, the card says "Nothing is paid until you approve it with your passkey." For a checkout that charges nothing, it says "The card isn’t saved until you approve it with your passkey." On **Today**, **Review and approve** opens the approval page directly. When the request has no link yet, the button on **Today** is **Review** and opens **Needs you**.
When you answer, the conversation shows a line that says you approved or declined. There is no approve button inside Squad. If the request has no link yet, the card says "Approve it on the device that holds your card."
If nobody approves in time, the purchase shows **Not approved in time** and nothing is paid. The teammate asks you once if you still want the item. A new try is a new purchase. For the times, see [Limits and defaults](/docs/limits-and-defaults#payment-cards).
If you talk to the teammate in Telegram or Slack, Squad does not send the request there. The teammate tells you in that conversation, with a link to **Needs you**.
Only the card's owner approves. Other people who see the **Purchase** card see **Waiting for** and the owner's name, and that the owner "approves this payment on their own device." For a checkout that charges nothing, the owner "approves saving the card on their own device."
## Follow a purchase
The **Purchase** card in chat and **Purchases** in the **Wallet** show each purchase with one status:
| Status | Meaning |
| - | - |
| **Getting the checkout ready** | The teammate is starting the checkout. |
| **Waiting for your approval** | You have not answered yet. The card shows **Review and approve**. |
| **Waiting for** and the owner's name | The card's owner has not answered yet. "\[Owner] approves this payment on their own device." |
| **Approved** | "The payment is approved." The teammate "is placing the order." |
| **Paid** | The teammate confirmed the order. "The order is placed.", with the order number when the store showed one. |
| **Declined** | "The payment was declined, so nothing was paid." It was declined by the card's owner, the bank, or the store, or the request was withdrawn because the card's owner left the squad or became a Viewer. The card shows the reason. |
| **Not approved in time** | Nobody approved it in time, so nothing was paid. See [Limits and defaults](/docs/limits-and-defaults#payment-cards). |
| **This store can’t take it** | "The store’s checkout doesn’t work with an approved card, so nothing was paid." |
| **The store needs a person** | "The store asked for a step only a person can do." The teammate tells you what it needs, and hands you the computer screen, for example for a bank check. See [Watch or take over a teammate's computer](/docs/computer). |
| **Payment not confirmed** | "It isn’t known whether the payment went through. Look at the card’s statement before trying again." |
| **Cancelled** | "The purchase was cancelled, so nothing was paid." |
| **Stopped** | "It stopped before anything was paid." |
The status shows in orange only while the purchase waits for your own approval.
A checkout that charges nothing uses its own words for these states:
| Status | Meaning |
| - | - |
| **Waiting for** and the owner's name | "\[Owner] approves saving the card on their own device." |
| **Approved** | "The card is approved." The teammate "is saving it with the store." |
| **Card saved** | The teammate confirmed the card save. "The card is saved with" the store ", and nothing was paid.", then "The store showed" and the words that the store's page showed, for example "Your trial has started". |
| **Declined** | "The card was declined, so it wasn’t saved." |
| **Not confirmed** | "It isn’t known whether the store saved the card. Check your account with the store before trying again." |
**Purchases** in the **Wallet** shows each purchase: the amount and the store (**Nothing to pay now** for a checkout that charges nothing, and "then" and the later charge when the teammate named one), the teammate and the card, the status, and the time. When a purchase that waits for your approval has its link, it also has **Review and approve** and the time by which to approve. When you come back from the approval page, the list loads again. With no purchase yet, it says "When a teammate buys something with a card, it shows here." The owner of the squad sees every purchase. Other people see the purchases on their own cards, the purchases made for them, and the purchases made for the whole squad.
To stop a purchase, decline it on the approval page, or ask the teammate to cancel it. Squad has no cancel button for people. A purchase cannot be cancelled after it is approved.
## Free trials and checkouts that charge nothing
A checkout with a total of 0 is a purchase too, for example a free trial, or a coupon or an offer that covers the order. It saves your card with the store and charges nothing now. You approve it like any other purchase.
* It works only at a store that takes cards through Stripe. At any other store, the teammate is told that a purchase that charges nothing can only save the card, and nothing is charged.
* When the checkout page shows a later charge, for example the first bill after a trial, the teammate tells you. You see it where you approve, at the end of the sentence, as "then" and the charge.
* The store charges that later amount itself, outside Squad. Squad does not ask you to approve it again.
## What your teammates do
A teammate can list the cards that it may use, ask a person to add a card, start a purchase, check its status, confirm the order, and cancel a purchase before it is paid. It can also start a free trial or use a coupon that brings the total to 0. It then confirms with the words that the store's page shows when it is done, because a card save often has no order number.
Your teammates are told to:
* Pay only for what a person asked for.
* Never type a real card number, and never ask for card details in a message. Card details never go in a [form card](/docs/form-cards).
* Select the store's pay button once, and wait for the approval.
* Make one purchase at a time. A teammate cannot start a second purchase before the first one ends.
* Never pay again after **Payment not confirmed** until the order is checked.
* Stop and ask you after **Declined**.
```text Ask a teammate theme={null}
Order 3 boxes of A4 paper from the office supply store we used last time, with my Visa. Tell me the total before you pay.
```
## On Squad for Mac (private beta)
Squad for Mac (private beta) has the same **Wallet**, purchase cards, card requests, and words, with these differences:
* **Open the Wallet.** It is also in the **Go** menu. The Wallet shows when card payments are available for your squad.
* **Approve a purchase.** A purchase that waits for your approval shows with the urgent questions at the top of **Needs you**, not under **Purchases to approve**, and in the menu bar panel. It opens a card in the notch, and a notification that says the teammate "needs your approval". It counts in the number in the menu bar and in the Dock. See [Use the notch and the menu bar](/docs/mac/notch-and-menu-bar#answer-in-place) and [Notifications on this Mac](/docs/mac/settings#notifications-on-this-mac).
* **The bell.** A purchase's row opens the conversation where the teammate asked.
## Who can do what
| Role | Wallet |
| - | - |
| Owner | Adds and shares their own cards, approves payments on them, and sees every purchase. |
| Administrator, Collaborator | Add and share their own cards, approve payments on them, and see the purchases on their cards, for them, and for the whole squad. |
| Viewer | Sees their own cards, read-only, and the same purchases as a Collaborator. Cannot add or share a card, and approves nothing. Teammates do not ask a Viewer for a card. |
When a person leaves the squad or becomes a Viewer, the purchases that wait for their approval end as **Declined**.
## Troubleshooting
**"The Wallet isn’t set up for this squad yet."** Cause: card payments are not available yet. Fix: contact [support@squad.so](mailto:support@squad.so) if you need them. See [Get help](/docs/getting-help).
**"Couldn’t read your cards. Try again in a moment."** Cause: the Wallet could not load your cards. Fix: select **Try again**.
**"Couldn’t open your card vault. Try again in a moment."** Cause: the vault link did not open. Fix: try again. Allow pop-ups for the dashboard if your browser blocked the new tab.
**"Couldn’t save who can use this card. Try again."** Cause: the change did not save. Fix: flip the switch again.
**"Your access in this squad is view-only, so you can’t add a card."** or **"Your access in this squad is view-only, so you can’t change who it’s for."** Cause: you are a Viewer. Fix: ask the owner to change your role. See [Invite people to your squad](/docs/teammates).
**A teammate says it cannot pay with a card.** Cause: the card is not a Visa, Mastercard, American Express, Discover, or JCB card, or the card is not shared for this work. Fix: add another card, or turn on the person under **They can also use it when they work for**.
**A purchase shows Payment not confirmed.** Cause: Squad cannot tell whether the payment went through. Fix: look at the card's statement before anyone tries again.
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