You want to make it easy for your team to show gratitude. So when it comes to how they pay for a Thnks, you’ve got options.
Available Payment Options
As a Team Admin, you will configure the default payment setting for your team. You can choose from multiple options, including:
Team Balance: You will load funds via ACH or credit card that your Team Users can draw from
Team Cards: You will set up one or more credit cards for Team Users to charge
Personal Cards: Team Users will set up their own credit cards to charge
User Balances: Team Admins will allocate funds to their Users, or Team Users will load their own funds via personal credit cards or ACH that they can draw from
⚡ You can enable or disable the option to allow Team Users to reload this balance themselves.
Configuring Payment Options
There are four different ways your team members can pay for a Thnks. To select which payment option will be your team’s default method:
Log in and navigate to the “Admin” tab at the top right corner of the page
Click “Payment” on the left-hand navigation bar
Select one of the four options, then click “Save Settings" in the bottom right-hand corner to set it as the default payment method for your Team Users
In addition to selecting a default method, this is where you’ll go to configure each payment option.
If you select “Team Balance,” the "Notification Settings” button will allow you to set a reminder that notifies Team Admins when the account balance reaches a specific value that you decide.
If you select “Team Card,” you have the option to enable or disable prioritizing a Team Balance before using the team card for payments. Here you can also adjust refund settings to choose where the refunded amount for team card payments should go, as well as add new credit cards.
If you select “Personal Cards,” you will again have the option to prioritize a Team Balance and adjust refund settings.
If you select “User Balance," you can enable or disable balance reloading using personal credit cards.
When a Team User is ready to send a Thnks, they will select what they want to send, enter their recipient’s contact information, and add a personalized message. Next, they’ll land on the “Confirm your Thnks” page where the “default” payment method you set will be automatically selected.
Adding Funds to your Team’s Balance
If you’ve enabled the Team Balance payment option, you’ll need to add funds for your Team Users to draw from. To load funds, you’ll create an invoice for yourself that will be paid via credit card or ACH bank transfer. Follow these steps:
Log in and navigate to the “Admin” tab at the top right corner of the page
Click “Payment” on the left-hand navigation bar and then "Request Invoice" in the top-right-hand corner of the Team Balance box
Select invoice payment method (CC or ACH Bank Transfer), and fill out the remaining fields
Click “Get Invoice” to receive the invoice via email
Your invoice will be emailed directly to you
To pay, click “open the invoice” from your email, and you will be brought to a page to submit your payment
Once paid, the funds will be loaded into your Team Balance
💡 ACH processing can take between 2-7 business days; credit card payments will be processed immediately.
Assigning Funds to Team Users
Once you have funds loaded into your Team Balance, you can assign specific amounts to each user on your Team. Follow these steps:
Log in and navigate to the “Admin” tab at the top right corner of the page
Click “Payment” on the left-hand navigation bar and then "Move Balance" in the top right hand corner of the Team Balance box
From the drop-down menu, select “User Balances” to allocate the funds to individual users
Select each user you want to allocate funds to. To locate specific users, use the Search bar
You can either select “Allocate the Same Amount to Each Selected User” or manually enter the dollar amount in the text box to the right of each user’s name
At the bottom of the page, you will see the total amount of funds you are moving, as well as how much money remains in your Team Balance
Hit “Next” and a pop-up window will appear where you will confirm the allocation of funds, and have the option to add a note to your Team Users
Hit “Save,” and your funds will be allocated!
Moving Funds Between Team Users
You also have the option to move funds between your Team Users. If one team member’s balance is running low, you can reassign dollars from another team member who hasn’t used up their funds. You can also reallocate funds back to the Team as a whole. To reallocate funds:
Log in and navigate to the “Admin” tab at the top right corner of the page
Click “Payment” on the left-hand navigation bar and scroll down to the “User Balances” section at the bottom of the page
Select the three dots to the right of the user you want to take the funds from and click “Move Balance”
From the drop-down menu, select “Team Balances” to reallocate the funds to a team, or “User Balances” to reallocate the funds to individual users
You can either select “Allocate the Same Amount to Each Selected User”, or manually enter the dollar amount in the text box to the right of each user’s name
Hit “Next” and a pop-up window will appear where you will confirm the allocation of funds, and have the option to add a note to your Team Users
Hit “Save,” and your funds will be allocated
Setting a Spend Limit
A Spend Limit is a cap on the amount of money a team is allowed to spend in a single month. This allows you to manage your overall budget and prevent overspending. To set a Spend Limit:
Log in and navigate to the “Admin” tab at the top right corner of the page
Click on “Spend Limits” from the left-hand navigation bar
Select the “Activate Team Spend Limit” box
A pop-up window will appear asking you to confirm the Team Spend Limit; hit the “Enable” button to proceed
In the “Set Monthly Team Limit” box, enter the dollar amount you’d like and hit the “Set Team Limit” box
💡 You can turn off Spend Limits at any time by deselecting the “Activate Team Spend Limit” box.
You can decide whether the limit is a Hard Limit, or a Soft Limit:
Hard Limits offer strict control so that Teams or Team Members can’t spend beyond the set limit
Soft Limits notify users when they’re close to exceeding their Spend Limit, but lets them opt to spend more, allowing for individual discretion within the broader budget
Once you’ve defined an overall limit for your team, you can break it down into individual limits for each Team User:
Scroll to the bottom of the “Spend Limit” page to the “User Spend Limits” section
You can either select the "distribute funds evenly” button to set the same Spend Limit for each Team User, or customize each individual Spend Limit by typing a dollar amount in the text box in the “Monthly Spend Limit” column
Select the “Save” button, and each Team User’s Spend Limit will be set
💡 You don’t have to set a Spend Limit for each user, but their spending will still contribute to the overall Team Limit.
You can adjust or remove Spend Limits at any time, but they will always reset on the 1st of each month at 12:00 AM CST. Team Members can view their assigned monthly Spend Limits from their user profile.
Reviewing Team Spending
Team Admins often need insight into their team’s spending. Running an itemized report provides a detailed picture of your team’s spending activity. To access your team’s spending data:
Log in as Team Admin, and navigate to the “Admin” tab at the top right corner of the page
Click “Team Itemized Receipt” on the left-hand navigation bar
Select the desired date range for the transactions you want to review
Click "View" to generate the report
This report will provide a detailed breakdown of each transaction, including:
The specific gesture sent
The cost of the item or the value of the refund
The Team Member who sent it
The date the Thnks was sent
Once the data is populated, you will have the option to print the records or download them as a .csv file.
Processing Refunds
There are two scenarios in which a Thnks will be eligible for a refund:
If the Thnks is undelivered due to a bounced recipient email address, or
If the Thnks remains unopened after thirty days
Refunds for Thnks items that have not been opened after thirty days will be processed and returned to the sender on the 10th of every month.
As a part of Thnks’ flexible payment options, you can choose for refunds to go back to the card on file or to the Team or User Balance. By sending refunds directly to a balance, you won’t need to generate a second expense report for refunds the following month. The value of the Thnks will be returned to the chosen balance.