How to "Request Spend"
With the addition of Teams and Approval Policies, Spenders will now have oversight into each stage of the approval process. When a Spender requests a new purchase and indicates the team and $ amount, the corresponding Approval Policy will auto-populate. The same Approval Process will be applied to any limit-increase requests.
Depending on whether you are on the essentials or professional plan, your view will vary. If you are on the professional plan and you have set up Teams and Multi-Level Policies, then spenders will have the ability to choose a team that will route the spend request.
If you are an essential customer, you will have a single-layer approval workflow that will allow for spenders to see who the request will go to!
Once a Spender logs into their account and clicks the "Request Spend" button in the top left corner of the page, a form will appear to create a new request.
- New Purchase - this is for requesting a brand new card (virtual only)
- Limit Increase for Existing Card - this is for adding more funds to an already existing card
After the Spender has indicated the card name, $ amount, description and limit type (single-use or recurring), they will be prompted to indicate the specific "Team."
The Team they select will determine the applicable Approval Policy:
Submit the request by hitting the SEND button!
The new request will now be routed immediately to the necessary approvers via Slack or email. Spenders can monitor the progress in the "Requests tab."
If the User or expense does not fall under a specific Team, a Default Approval Policy will be applied. The Default Approval Policy can be configured and edited by heading over to Settings > Approval Policy > Default Approval Policy. Note: only Admins can edit this.
Recurring Expense: This should only be selected for recurring monthly spend (like software subscriptions). Selecting this option will request a reusable card that can be used every month.
Currency: By default, you should select the currency that your expense will be incurred in. This saves the company money!
Amount: How much do you need to spend? This should include the anticipated total spend, including taxes and tip (if applicable).
Card Expiration: When will these requested expenditures be complete? The card your company will grant you will expire on this day, so choose the date carefully. Remember however, you can always submit a new request in the future!
Submission Policy: Select the correct submission policy for your team.
Notes: We strongly recommend include notes that help your manager and / or Finance team understand why you are requesting this spend. For example: "Dave, requesting $500 to spend at IKEA per our work-from-home policy" The more details the better - these help ensure your request gets approved quickly and reduces the need for back and forth over email or Slack.
Slack (via Private Message):
Bonus: Connect to Slack to get notifications when your card gets approved
Do you want to get a Slack notification the second your card gets approved?
If your Administrators have enabled the Slack connection, head over to your slack account and run a slash command
Once you are connected, you will be able to request and approve spend on Slack!
- As a spender, type /spend and a window will allow you to request from your assigned approver
- As an approver, you will get notified in Slack to click 'accept' or 'reject' the spend request
Article is closed for comments.