Airbase Virtual Cards and Physical Cards are prepaid debit cards. You need to load funds to Airbase to make payments using Virtual Cards and Physical Cards.
Only Airbase Admins can manually load funds to Airbase and set up Auto-load.
The funds loaded in Airbase for card payments reflects as Airbase Available Balance.
To find the Available Balance in your Airbase account, go to the Accounting > Transactions page.
Ledger Balance: The actual balance of the Airbase account without taking pending transactions into consideration.
Pending Credits: Load Money transactions that are in a pending state.
For every Bill Payment and Reimbursement transaction, Airbase will pull funds from your bank account directly.
Click here to learn how card transactions are recorded in Airbase.
Load money manually using the Load Money widget on the Transactions page.
Once the transaction is initiated, the funds will be available in your Airbase Available balance in three to four business days.
If the funds are low in Available Balance, card transactions will be declined.
Set up Auto-load Funds to ensure card transactions are uninterrupted.
While setting up Auto-load, mention the Threshold amount and Auto-load amount.
If your Airbase Balance falls below the threshold amount, Airbase will automatically trigger to load the Auto-load amount.
- It is recommended you set the Auto-load amount and Threshold amount to 25% of your monthly card spend. This will ensure there’s enough Airbase Balance available for card payments at all times and prevent declined payments.
For example, if your monthly card spend (both Virtual Cards and Physical Cards) is $100,000, then it is recommended to set $25,000 as the Threshold amount and $25,000 as your autoload amount.
- It will take 3–4 business days for the money to reflect in your Airbase Balance. Therefore, it is recommended to update the Auto-load amount, anticipating the number of days it will take to get credited in Airbase.
For example, you’re expecting subscription renewals of $50,000 at the end of the month. If the renewals are paid using Virtual Cards, is it recommended that you update the Threshold amount and Auto-load amount to $50,000 in the third week of the month so there are enough funds available at the time of the renewals.
You can also unload money from Airbase and transfer it back to your bank account.