Dealing with declined transactions is never the highlight of your day. We’ve spent the last week improving flows and the performance of the platform to get your work done faster. This update is all about clearing the clutter, cutting out the guesswork, and getting your books back on track.

Uplifting Declined Transactions, Dishonour Alerts and Refunds

We’ve overhauled how we handle declined payments to give you more clarity and control. Instead of wondering why a transfer didn't go through, you now have all the tools to see what happened and fix it in seconds.

Highlights

• Centralised Declined Tabs: We’ve simplified your view by merging declined and bounced payments into a single, easy-to-find "Declined" tab in both Fleet and Company Transactions.

• Plain-English Rejection Reasons: No more decoding bank jargon. Hover over the information icon to see exactly why a payment failed, such as an invalid BSB or a blocked account.

• One-Click Correction: Use the Clone Transaction tool to create a fresh draft of a failed payment. It links back to the original for your records, allowing you to fix the error and hit resend immediately.

• Instant Failure Alerts: Nominate a specific email address in your Workspace Settings to receive an immediate notification the moment a payment bounces, complete with a direct link to the transaction.

• Simplified Refund Tracking: Payments returned by a bank now appear clearly as a "Refund" in Company Transactions. For reimbursements, we’ll automatically credit the asset so your balances stay accurate.

• Deep-Link Banking Details: When viewing a bank transaction, you can now see every underlying Company and Fleet transaction involved, with direct links to the full records.

• Smart Search Persistence: Your search filters and page position are now saved in the URL, making it easy to share a specific view with a teammate or pick up exactly where you left off.

To keep your accounting crystal clear, a returned payment never overwrites the original record. The original stays marked as paid, the return is recorded separately, and the full history remains intact so your balances always add up. Similarly, cloning a transaction always creates a new draft without altering your existing data.

Performance Improvements

This latest release, we've improved loading times and performance across the platform. Sign-in times improved by roughly 60–70% at the high end of typical traffic, many common page loads improved by about 25–80%, and overall API latency fell by around 40–70% on the busiest routes.

Highlights

• Sign In Experience: 3x Faster

• Quoting Experience: 6x Faster

• Asset Overview Experience: 2x Faster

• Viewing your novated fleet: 25% Faster

This is just a handful of the improvements we've made. We’ll continue to optimise the experience to make it even better.

Fuel transactions upload uplift

We've made fuel transaction uploads far easier to get right. Instead of a file failing with a generic error, you now see exactly what's wrong, where, and why - so you can fix the file yourself and upload again straight away.

What's new

• Upload fuel transactions from a new side panel, with drag-and-drop and a clear file type selection

• If a file has problems, see a full breakdown of every issue - the row number, card number, asset, the column at fault, and a plain-English reason

• See at a glance how many rows were checked and how many need attention, and tick each one off as you fix it

• Copy card numbers and asset references straight from the error list to find them in your file

• Clearer messaging when the wrong file type is selected, or when columns are missing or don't match the expected format

• Fuel card products are now categorised more accurately, including EV fast charging, which is recorded against Power

• Cancelled fuel cards can now be re-created without needing to contact us

Nothing is imported until the whole file passes validation, so you'll never end up with a half-loaded batch. Files that were working before will keep working exactly as they do today.

Suppliers, Products and Dealer Options

We’ve made quote options clearer and easier to manage. You can now build a catalogue of suppliers and products for non-dealer options, and separately capture dealer options, so every
add-on is organised the right way, priced consistently, and easy to reuse across quotes.

What’s new

• Create and manage suppliers and products for non-dealer options, then select them when building a quote

• Add dealer options with their own name and description

• See supplier, product, and dealer option details clearly on the quote review and PDFs

Your existing quotes still work as before. This update just makes options cleaner, clearer, and faster to put together.

Bug Fixes and Minor Improvements

We’ve been busy tidying up under the hood to make your experience smoother. Here are the latest fixes and improvements:

• Fix a bug where invoices for employers with names greater than 100 characters weren't reconciling automatically

• Fixed an issue where paying out transactions would sometimes show a 500 error

• Fixed an issue, where when performing a Multi-Factored Action the action that requires mutli-factor would error and throw a generic error that wasn't related to the action misleading users.

• Improved ABN lookup to be more flexible, you can search by either company name or ABN number.

Scoped Beneficiaries for Reimbursements

Reimbursement requests will now show all beneficiaries of the linked contact, so you no longer need to manually search for beneficiaries.

You will also be able to create a new beneficiary directly from the reimbursement.

Note: Admins will also be able to search for accounts other than those from the linked contact.

Budget Settings in Sales

One of our most requested workspace settings improvements is here. You can now create and manage reusable budget templates so your team no longer has to rebuild operating budgets from scratch on every quote.

• Set up once, use everywhere - Define standard running-cost assumptions (fuel, maintenance, tyres, insurance, and more) and default line items for different vehicle sizes in one place.

• Faster quoting - When preparing a full quote, apply an active template to pre-fill the operating budget instead of entering everything manually.

• Stay consistent - Everyone on the team starts from the same baseline, so budgets are more uniform and easier to trust.

• Easy to manage - Create, edit, and archive templates, and filter your list to view all, active, or archived templates.

This should save time on every deal and cut down on the back-and-forth that comes with inconsistent budget setup.

Filter bank transactions by amount

Hunting for a specific transaction? You can now filter your banking ledger by minimum and maximum amounts. Whether you’re tracking down a large payment or verifying a small fee, you’ll find exactly what you need in seconds - no more endless scrolling required.

Lease Management Export

You can now download a detailed report of all lease management fees collected over any date range you choose. Whether you’re prepping for end-of-month reporting or just want to keep a close eye on your revenue trends, this export gives you the data you need in seconds.

You’ll find this new option tucked neatly inside our Exports menu.

Note for Admins: To keep your data safe, we’ve added a new permission setting for this feature. If you don’t see the export option right away, simply log out and log back in to refresh your permissions and unlock access.

Bug fixes and improvements

1. Fixed Asset Imports that were incorrectly blocked by either old, unused, or out-of-sync payroll groups during validation. This no longer happens.

2. Fixed an issue where certain AI scans were failing due to incorrect parsing of dates

3. Added Odometer at Purchase and transaction odometer readings so they are now displayed in the relevant views, Transaction and Asset page.

Report Exports

We have introduced a way to give novated lease providers the ability to export their data out of our system, with the new Report Exports feature. This is supported in both sales and origination as well as fleet management to allow you to export deals, contacts, invoices, to name a few.

You will find this feature under Reports in the sidebar. However, it will be disabled by default.

To enable this feature per workspace, we have added a new setting in Workspace Settings under General. You can enable or disable this feature at anytime.

Once enabled, you will be able to generate exports in that workspace. There will be different reports available depending on the workspace.

Generating a report for export

Each report will have its own set of filters or no filters at all. Once you click Generate New Report, it will be processed in the background.

You will receive a notification in the app once it has been generated, which will take you to the Generated Reports tab where you can download your report.

Please note that reports will expire after 24 hours, after which the report will not be available for download.

Configurable Columns for Fleet Transactions

You can now choose which columns show up in the Fleet Transactions table. Hit the new "Columns" option in the filters and pick what you want to see.

By default you'll see the usual suspects: Status, Transaction Type, Merchant, Reference, Description, Receipt, Requested Amount, Tax, Total Amount and Created Date. Your selection sticks for the workspace, so next time you revisit the table, your see your saved selection.

Searching transactions by bank reference

Finding the right transaction just got a whole lot easier. You can now search your company transactions using the specific bank reference code attached to the payment.

Before this update, tracking down a specific payment felt a bit disjointed. You often had to play detective, cross-referencing amounts and sender names to hope for a match.

Now, you can skip the guesswork. By searching with the bank reference, you’ll find exactly what you’re looking for in seconds, giving you instant clarity on why a payment was made and where it belongs.

• Precise matching: No more scrolling through identical payment amounts.

• Save time: Find the right data instantly using the reference on your bank statement.

• Stay organised: Keep your bookkeeping clean with zero manual effort.

Bug Fixes and Minor Improvements

We’ve been busy tidying up under the hood to make your experience smoother. Here are the latest fixes and improvements:

• Same-day filtering: You can now filter your bank transactions for a single day without any errors

• Clean up your contact lists: You can now delete old or incorrect contact methods while editing, making it easier to keep your data accurate and clutter-free.

• Better FleetCard tracking: We’ve added "Batteries" as a new category to FleetCard mapping, giving you more precise control over your vehicle expenses.

• New financing options: Welcome Allied Finance! You can now select them as a financier, giving you more flexibility when managing your assets.

• Solid asset closing: We’ve put a stop to negative balances appearing when you close an asset.

• Accurate Payroll Advice Report: We fixed an issue in Sales and Origination where unfiltered budget categories were causing incorrect invoice amounts when generating a payroll advice document.

Along with several bug fixes, this week we're releasing an enhanced Version 2 of Budget Distribution. To better reflect its purpose, the feature has been renamed Reallocate Balances and includes several significant improvements.

Reallocate Balances

We've redesigned Budget Distribution to give novated lease providers and drivers full visibility into when, how, and why balances have moved between categories. Now named Reallocate Balances, you can find this feature in the Quick Actions Bar in the Asset Level.

What's new

• Redesigned Reallocate Balances page with an updated UI, improved layout and clearer error messages.

• Automatic balance calculation. Just enter the amount you wish to move and then preview the new balances for the source and destination categories before confirming.

• GST auto-calculation toggle (10%) so you only need to enter the ex. GST amount.

• Every time you reallocate funds, the system automatically generates transactions. Drivers can easily understand their balances by viewing these on the Novated Driver app or account report.

• Easily document why a reallocation was made for future reference. You can enter a reason (visible to drivers) and an internal note (for your team only).

• Audit logging. The date of the reallocation and which user performed it are automatically recorded on the transactions.

• Confirmation modal to review all changes before submitting.

Bug Fixes & Improvements

• Fixed an edge case during a reimbursement flow that would cause the page to crash.

• Improved the loading performance of the Novated Dashboard page.

• Improved the ABR Lookup component which sometimes would return a malformed response to us & causing no user feedback.

• Fixed Missing Liberty Finance in the Financier Creation Page.

Another big week for changes on the Karia Platform this week

Vehicle Pricing your way just got a whole lot easier 🏷️

We know that every dealership has its own rhythm. Some of you like to start with the bottom-line Drive Away price, while others prefer to build up from the Net Vehicle Price. Until now, switching between the two often meant reaching for a calculator or an external spreadsheet.

We’ve ditched the manual math. You can now toggle between pricing methods directly within the Sales & Origination tool, letting you quote exactly how you work.

What’s new in the Vehicle Pricing section:

• Calculation Mode: Choose between "Drive Away Price" or "Net Vehicle Price" as your starting point. The tool will automatically handle the conversions for you.

• Manual Mode: Need total control? Switch to manual mode to override calculations and enter your specific figures instantly.

• Streamlined Workflow: No more jumping between tabs or tools—everything stays inside your quote.

This update is all about saving you those extra few minutes on every deal so you can focus on your customers instead of your calculator. Give it a spin on your next quote!

Finance Products just got a whole lot smarter 💸

We know that manual data entry is the enemy of a productive afternoon. That’s why we’ve updated Finance Products to handle the heavy lifting for you.

Instead of typing the same values over and over, you can now create presets for your most-used financiers. This update is all about speed and accuracy, allowing you to breeze through quotes without the repetitive manual entry.

What’s new in your Quoting Tool:

• Presets for speed: Set up your preferred Finance Providers and create specific Finance Products under each. You can pre-fill commonly used values so they’re ready when you are.

• New "Products Mode": The Finance Details section now features a toggle. Just select your financier and a preset product, and watch the fields auto-populate instantly.

• Unlimited flexibility: Create as many products as you need to cover every scenario, ensuring you always have the right data at your fingertips.

• Manual Mode is still here: If you need to handle a unique case, you can switch back to the original manual flow at any time—no changes to your existing process.

Ready to save some time? Head over to your settings to start building your Finance Product library and get back to closing deals faster!

This week is another big one at Karia, we've added more efficiencies to the platform and more oversight for you!

Never miss a beat with financier payment monitoring 💸

You can now see a new item under the monitoring tab called Pending Financier Payments this new menu item gives you more visibility into all pending/missed payments that may need to be made to the financier so you can go in and make those payments or update those records.

Unlock your data with Developer Access 🚀

We've been testing this one in beta for a while, and we're officially ready to open the doors! Organisation owners can now enable API access, making it easier than ever to get your systems talking to Karia.

Here’s what you can do with the new Developer Access:

• Custom API Keys: Create keys tailored to your specific needs. You can set custom names, define scopes, and set expiry dates to keep things secure.

• Role-Based Security: Your API keys are smart. They’ll never have more power than you do. For example, if you’re a "Read-Only" user, your API key can’t perform "Admin" actions—even if you check every permission box during setup.

• Full Control: Instantly revoke keys whenever you need to, putting you in total command of your data flow.

Ready to start building? Head over to your user settings to grab your first key and get started.

Give your quotes a name

Keeping track of your quotes just got a whole lot easier. You can now give every quote a custom name, making it a breeze to organise your workflow and find exactly what you’re looking for in seconds.

Whether you want to label a quote by a specific project, a client nickname, or a priority level, the power is in your hands. You’ll find the new rename tool waiting for you right in the quote tables and within the quote form itself.

How it works:

• Personalise it: Click the pencil icon next to the quote name field to type in a name that makes sense to you.

• Let us handle it: Feeling a bit of writer's block? Simply click the 'use auto-generate name' button. We’ll instantly create a name for you based on the vehicle details.

All your quotes, all in one place

We’ve introduced a dedicated Quotes menu within your Deal summary to help you manage and compare your quotes.

Here’s what’s new in your Deal view:

• The new Quotes menu: We’ve added a dedicated space where every quote for a deal lives in one centralised table. No more digging through different screens. Just a clear, high-level view of every quote at a glance.

• Quick Summary side sheet: Need the details without leaving the page? Click any quote to slide out a summary. It pulls in everything that matters, pricing, vehicle specs, finance details, and FBT.

Building this table was all about visibility. Now you can see the full picture and get the data you need without ever having to leave the deal for the dedicated quote page.

A Better Asset Import Experience is Here

We’ve completely refreshed the Asset Import experience to make it faster, clearer, and far easier to use from start to finish.

Here’s what’s new:

• A cleaner, more user-friendly layout makes the import process easier to follow.

• Improved step-by-step guidance helps users complete tasks with more confidence.

• Better form checks catch missing or incorrect details earlier, with clearer prompts.

• Faster, smoother flow reduces back-and-forth and helps users finish imports more efficiently.

• Overall experience feels more reliable and easier to use in everyday work.

Fixes & Improvement  

• Fixed an Error state when navigating to a pay screen from a reimbursement flow

Fleet-level FBT at a glance

Previously, you had to manually track which FBT Reports were generated and which were still pending. We've simplified that process entirely.

With the new Fleet-level FBT page, you can see exactly which reports are in progress, issued, or missing - all in one place. No more guesswork or juggling spreadsheets.

Flexible recurring dates

We noticed that if a recurring transaction was activated later than planned, the first deduction could be missed, and there was no easy way to fix it post-approval.

You can now edit the start date for recurring transactions even after they've been approved. This ensures your deductions stay on track, even if the timing shifts.

Workspace settings

Introducing the new Workspace settings page, accessible in the novated workspace in the sidebar. The General workspace settings page covers Billing & Invoicing which hosts the Overdue Invoice form used to control automatic reminder behaviour for the workspace.

Overdue invoice settings (workspace)

In Workspace Settings → Billing & Invoicing, teams can configure automatic overdue invoice reminders:

• Master control: Turn automatic overdue reminders on or off for the workspace.

• Reminder schedule: Configure a first reminder (required when reminders are on), plus optional second and final reminders. Each uses a number of days after the due date.

• Saving: Changes go through a confirmation step before persisting.

• Settings apply to payroll invoices and that one-off invoices are excluded for automatic send outs. only invoices created after settings are saved follow the new schedule, while existing invoices keep their original schedule. Invoices created while the feature is off do not get reminders scheduled.

Overdue Reminders Automatic vs Manual

Chasing payments shouldn't be a full-time job. We’ve added two new ways to manage overdue invoices directly from your workspace:

Set it and forget it (Automatic)
Go to your workspace settings (mentioned above) to enable automatic reminders. Once turned on, we’ll handle the follow-up for you by sending emails based on your schedule.

Take control when you need to (Manual)
To send a reminder manually, go to your Invoice Table, open the Actions menu on any overdue invoice, and select Send overdue email.

Fixes and Improvements

• Fixed an issue where importing an asset for an existing driver with a new employer would cause the import to fail