Spend Request for Airbase Admins.

Users with Administrator User Role in your organization can request Virtual Cards and Purchase Orders.

This ensures that every spend request in your organization is scrutinized and has an audit trail regardless of the requester's User Role.

Requests will be processed based on the Approval Policy. However, if the requester is a part of the Approval Policy, they will not be listed as an Approver for the spend request.

The requesting Administrator cannot add or remove approvers from the request.

Request Virtual Cards.

To request a Virtual Card as an Administrator:

• Go to the Dashboard page.
• Click Request with Approvers followed by Virtual Cards.
• Alternatively, click the Request with Approvers option on the Virtual Cards page.
• Fill in the details needed to request a Recurring or One-time Virtual Card.
• If the request matches the Approval Policy in Airbase, Approvers will be listed under the Required Approvers section. Clicking on Submit will notify the Approvers to take action on the spend.
• If the request does not need any approval as per the Approval Policy, the Administrator will be asked to create a Virtual Card.

Requests awaiting approval will be listed on the Requests > Virtual Cards > Pending page.

Once the Virtual Card request is approved, the card will be listed on the Virtual Cards > Recurring Expenses or One-time Expenses page under the My Spend tab.

Request Purchase Order.

To request a Purchase Order as an Administrator:

• Go to the Dashboard page.
• Click Request with Approvers followed by Purchase Order.
• Alternatively, click the Request with Approvers option on the Purchase Orders page.
• Fill in the details needed to request a Purchase Order.
• Airbase will match the request with the corresponding Approval Policy and list the Approvers under the Required Approvers section.
• Click Request to submit the request.

Purchase Orders will follow the Approval Policy of One-time Virtual Cards. If the PO request does not match any of the Approval Policies, you will be asked to create a PO. 

Airbase will notify the Approvers to take action on the PO request.

Requests awaiting approval will be listed on the Requests > Purchase Orders > Pending page.

Once approved, the PO request will be moved to the Purchase Orders > Open page.

Request Reimbursements.

To request a reimbursement in Airbase:

• Go to the Dashboard page.
• Set up your bank account for reimbursements if you haven’t already done so.
• Click Request > Reimbursement.
• Upload the receipt of the spend or Import the receipt from the Receipt Inbox.
• Airbase will fill in the Merchant Name, Amount, and Transaction Date fields automatically. You can make changes to these fields if needed. 
• Fill in the following information:
  
  • Expense Info.
    • Category: GL Category of the transaction.
    • Tag: GL Tag of the transaction.
    • Purpose: Mention the reason for the spend. Be as detailed as possible so the Approver can make the right decision.
  • Additional Info.
    
    • Upload files: Attach additional documents to the request, like screenshots of emails or Slack approvals to provide more context to the Approvers.
    • Notes: Additional information to provide further context to the Approver.
• Based on the details entered, the Required Approvers will be listed.
• Click Submit.
• Once submitted the Approvers will be notified in the order they were listed under Required Approvers.
• However, if the request conflicts with the Reimbursement Policy of your organization:
  • Warning: You’ll be allowed to submit the request. You can also make changes to the request if needed.
  • Blocked: You’ll not be allowed to submit the request.