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1. Overview

Management fees are charged to cardholders on a recurring basis — monthly or annual. Bills are generated automatically at the beginning of each month or year, and deductions are attempted from cardholders. If a deduction fails, the system sends an email reminder and retries at the end of the month. To prevent continued outstanding balances, cards are automatically cancelled if the month-end deduction also fails.
Overview
  • Management Fee Records: Displays all cardholder billing records, organized by billing cycle.
  • Management Fee Cost: If the current card BIN incurs a management fee cost, the platform (KeySecure) will make a one-time deduction for all active cards at the beginning of each month or year.
  • Whitelist: Cards on the whitelist will not be auto-cancelled even if they have outstanding fees. Use this for internal cards or high-value users you want to retain.

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2. Management Fee Configuration

Management fees must be enabled in the card package. Once enabled, newly issued cards under that package will be charged management fees according to the configuration.

Card Package Management

Configure card packages for users to purchase based on their needs
  1. When a cardholder’s spending amount or transaction count during the billing cycle meets the platform’s exemption threshold, the management fee is automatically waived and marked as “Exempted.”
  2. Included in calculation: purchases and ATM withdrawals from transaction records.
  3. Not included: card issuance fee, card production fee, management fee itself, express shipping fee.

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3. Management Fee Records and Cost

Management fee records display all deduction attempts made from cardholders. Management fee cost displays all fees deducted by the platform (no data if the platform has not charged). Management Fee Records Page

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Filter Records

Use the filters at the top of the page to locate specific records:
FilterDescription
Fee TypeSelect Monthly, Annual, or All
Billing CycleSelect the billing month or year
StatusFilter by status: Deducted / Pending Cancellation / Cancelled / Exempted

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4. Whitelist Configuration

Members on the whitelist will still be charged during management fee deduction, but will not be auto-cancelled for outstanding fees. This prevents internal cards or high-value users from being cancelled. Whitelist Configuration Page

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5. Email Notifications

The system automatically sends email notifications to cardholders in the following scenarios:
ScenarioTrigger
Deduction NoticeSent after a successful deduction, informing the cardholder of the charge
Pre-Cancellation NoticeSent when balance is insufficient and cancellation is imminent, prompting the cardholder to top up
Cancellation NoticeSent after auto-cancellation is completed, notifying the cardholder that the card has been cancelled