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Balances & Funds Management

📘 NOTE

Feature availability may vary based on the region and the applicable balanceless model. This includes:

  • Balance Creation
  • Transfer between Balance instruments
  • Withdrawal of funds
What is a Balance and how is it used?

A Balance is a dedicated account that holds funds in a specific currency before they are assigned to Virtual Cards for spending.

  • Each Balance acts as a funding source and can represent a department, cost category, cost centre, etc.
  • Every Balance receives its own unique vIBAN used to receive deposits.
Can I have multiple Balances for the same currency?

Yes. You can create multiple Balances in the same currency. This allows for separating budgets, managing different teams, or allocating funds by expense type. Each Balance is independent and can be linked to different Virtual Cards.

How do I create a new Balance?
  1. Navigate to Funds > Manage Balances.
  2. Click on Add Balance.
  3. Enter a unique name to identify the Balance (for example, 'Marketing EUR').
  4. Select the currency for the Balance. This cannot be changed later.
  5. Confirm by clicking Add.
  6. A new vIBAN is assigned to the Balance; use it to make deposits.
How do I view Balances in the portal?

Go to Funds > Manage Balances to see a list of your Balances with key details such as name, currency, and available/actual balance amounts.

How do I update the name or alert threshold of a Balance?
  1. Navigate to Funds > Manage Balances.
  2. Locate your Balance and open the menu (â‹®) next to it.
  3. Select Edit.
  4. Modify the Balance name or update the low-balance alert threshold.
  5. Save your changes.

Note: The currency of a Balance cannot be changed after creation.

How do I block or unblock a Balance?

From Funds > Manage Balances, open the menu (â‹®) next to the Balance you want to manage.

  • Choose Block Balance to prevent linked cards from using funds in the Balance.
  • Choose Unblock Balance to restore card spending functionality.

Blocking a Balance effectively pauses all outbound card transactions funded from it.

How do I transfer funds between Balances?
  1. In Funds > Manage Balances, click the options menu (â‹®) beside your destination Balance.
  2. Select Transfer funds.
  3. Choose the source Balance (must be in the same currency).
  4. Enter the transfer amount.
  5. Confirm to execute the transfer immediately.

Transfers are recorded and reflected in both Balances instantly.

How do I access associated Virtual Cards for a Balance?

To view all Virtual Cards linked to a specific Balance:

  1. Navigate to Funds > Manage Balances.
  2. Find the Balance for which you want to see associated cards.
  3. Click the â‹® icon next to that Balance to open the context menu.
  4. Select View Associated Cards from the menu.
  5. You will be directed to the Manage Cards screen, where all Virtual Cards linked to the selected Balance are displayed.
How do I deposit funds into a Balance?

Use the vIBAN assigned to the Balance and initiate a transfer from your external bank or payment source. The funds will be credited to the Balance once settled.

Note: For more detailed funding information, contact Client Support at clientsupport@nium.com.

How do I withdraw funds from a Balance to my bank account?
  1. Ensure you have linked a bank account under Funds > Link Bank Accounts.
  2. Go to Funds > Manage Balances and open the menu (â‹®) beside the Balance you wish to withdraw from.
  3. Choose Withdraw Funds to a Bank Account.
  4. Select the linked bank account and enter the withdrawal amount.
  5. Confirm the withdrawal request.
How do I link a bank account?
  1. Navigate to Funds > Link Bank Accounts.
  2. Submit the following information:
    • Provide the account holder’s full name (must match your legal entity).
    • Enter the bank account number or IBAN.
    • Specify the bank country and any other required information.

Note: If a new bank account is linked, it must be approved by Nium before funds can be withdrawn to it.
Please share a bank statement (not older than 3 months) with clientsupport@nium.com.

What is the difference between Actual Balance and Available Balance?
  • Actual Balance represents the total funds in the Balance, including settled transactions.
  • Available Balance shows the amount currently available for spending or withdrawal, excluding funds reserved by pending or in-process transactions.

Your Available Balance indicates how much you can immediately use.

How do I set up low-balance alerts for a Balance?

To receive notifications when a Balance dips below a certain threshold:

  1. Determine your alert amount for each Balance.
  2. Choose your preferred notification channel(s): email and/or webhook.
  3. Contact Client Support at clientsupport@nium.com with:
    • Balance reference or name
    • Alert threshold value
    • Recipient email addresses and/or webhook URL
    • Optional preferences such as alert language or format
  4. Support will configure the alert, which triggers automatic notifications when your available balance falls below the threshold.
How are notifications sent when a Balance is low on funds?

Notifications are delivered automatically using your configured method(s):

  • Email alerts are sent directly to specified emails with details about the Balance and current level.
  • Webhook notifications are sent to your endpoint URL containing alert details for automated processing.

You may receive alerts via multiple channels and recipients for each Balance.