Customer Onboarding as Airbase Partner

As an Airbase Partner, you can access the customer’s Airbase account and complete the onboarding process on their behalf. This will save the time it takes to get the customer set up in Airbase.

To initiate the onboarding process for the customer, go to the Customers > Pending page. Hover over the customer and click Go to Airbase. You will be redirected to the customer’s Airbase account with the access of an Airbase Admin.

Airbase onboarding process is segmented into three steps:

1. Submit Details for Verification.

In this step, you need to enter your customer’s company details, details of the controlling office, and beneficial owners (if any).

Company details

The information you provided while adding the customer will be listed here. You can edit this information if required. Additionally, add the following information as well:

• Date of Incorporation.
• State of Incorporation: Only states in the US are supported.
• Incorporation Type: LLC/Partnership Firm/Corporation.
• DUNS Number: This is optional. Enter the Dun & Bradstreet DUNS number of your company. This will help expedite the KYC check.
• Stock details.
• Time in Business: This is automatically calculated based on the Date of Incorporation entered. You can edit this if needed.
• Describe your business: This is optional.

Click Next Step once all company details are in.

Controlling Officer details

Controlling officers are individuals in the company with significant responsibility and managerial control (such as C-level/VP-level executive, or financial controllers). Provide information about one such person in the customer’s company.
Enter the following information of the Controlling Officer on this page:

• First Name.
• Last Name.
• Title: Their company title.
• Date of Birth.
• Address details: This needs to be their residential address. The address cannot be a commercial address, postal address, virtual address, or contain a PO Box number. The address can be a non-US address.
• Social Security Number (SSN): Enter the SSN if the Controlling Officer is a US citizen. This is optional if they are a non-US citizen.
• Passport Number: Enter the passport number if the Controlling Officer is a non-US citizen. The passport number is mandatory if you have not provided the SSN.
• Phone Number.

Beneficial owner

Beneficial owners are individuals who, either directly or indirectly, own more than 25% equity interest in the customer’s company. Provide information about one or more such individuals. Skip this step if no individual owns more than 25%. You can enter up to a maximum of four beneficial owners.

• First Name.
• Last Name.
• Title: Their company title.
• Date of Birth.
• Address details: This needs to be their residential address. The address cannot be a commercial address, postal address, virtual address, or contain a PO Box number. The address can be a non-US address.
• Social Security Number (SSN): Enter the SSN if the beneficiary owner is a US citizen. This is optional if they are a non-US citizen.
• Passport Number: Enter the passport number if the beneficiary owner is a non-US citizen. The passport number is mandatory if you have not provided the SSN.
• Phone Number.

Attest and submit

Review the information entered in the previous pages. If all the information is accurate, enter your name and title, certify the information provided, and click Submit.

The KYC verification will take approximately three to five days to complete.

2. Configure general ledger.

Airbase will book the transactions with the customer’s GL. You need to configure the GL with Airbase to get started.

On the onboarding screen, click Set Up GL to initiate the process. You will find the list of all five GLs supported by Airbase. Click Connect next to the customer’s GL.

The following articles will help complete the GL configuration in Airbase:

• Oracle NetSuite.
• QuickBooks Online.
• QuickBooks Desktop.
• Xero.
• Sage Intacct.

3. Set up bank account.

Setting up the customer’s bank account in Airbase will assist in moving funds to pay vendors.
Click Set up Bank Account to get started with the process.

There are two ways to do this:

1. Instant bank account verification

You can instantly verify your bank account details and set up your bank account without any delay. The account verification will be done via Plaid.

2. Bank account verification via ACH

You can manually enter your bank account details and Airbase will verify them. It will take three to four business days to complete the verification. 

Step 1: Allow ACH debits.

Airbase initiates an ACH debit transaction to pull the funds from your bank account to pay your vendors. However, Airbase needs to verify the customer’s bank account before moving funds. For verification purposes, Airbase will make three small transactions — two micro-deposits and the sum of the deposits will be withdrawn.

Some banks provide the ACH Positive Pay security feature that blocks or authorizes certain accounts to pull funds through ACH debits. Share this article with the customer and ensure their Airbase accounts are whitelisted by the customer before you proceed.

Step 2: Enter bank account details.

Enter your bank account details on this screen:

• Account Type.
• ACH Routing Number.
• Account Holder Name.
• Account Number.

Once the account details are entered, click Next to continue.
Airbase will initiate two micro-deposits of less than $1 in value.

Step 3: Verify micro-deposits.

The micro-deposits from Airbase will take one to two business days to transfer. The transaction description may contain 'MQ ABSE.'
Check with the customer and verify the deposits have come through. Enter the amounts of the transactions on the verification screen. Click Verify to complete this step. If this step fails, please retry. However, if you’re unable to proceed after retrying twice, reach out to the Airbase Onboarding team.

Step 4: Load money to Airbase.

Airbase Virtual Cards and Physical Cards require amounts to be pre-loaded to Airbase. Set up Auto-load to ensure the customer’s Airbase balance does not go below the threshold amount. This step is optional.