aio* admin guide - next generation expense management
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Aio* is an innovative expense management platform designed for agile organizations, enabling seamless handling of expenses using prepaid business Mastercards and a smart management app. Employees can spend without the hassle of reimbursements or receipts, while managers gain real-time spend tracking and budget control. The system provides valuable insights into spending, promotes financial control without sacrificing employee autonomy, and integrates easily with existing accounting processes.
aio* admin guide - next generation expense management
- 1. next generation expense management getaio.co.uk
- 2. Expense Management is painful The old way of managing expenses is broken; paying out-of-pocket, collecting receipts, expense reports, waiting to be reimbursed. 2
- 3. Redefine how you manage expenses aio* is for agile & dynamic organisations with distributed teams. It works across the organisation making purchasing & financial management smooth & smart for all team members. 3
- 4. We connect prepaid business MasterCards with a smart management app. Managers can easily allocate, manage and approve budgets, track spend in real time and have all the information ready for book keepers without the hassle of dealing with expense reports, reclaims processes or reimbursement. For the employees, it means never being out of pocket and not having to collect and submit physical receipts, seek reimbursements or waste time on unnecessary admin. 4 Streamline your processes making spend predictable, visible & insightful
- 6. Register your company & top up your float account 6 £££Happy Inc
- 7. Invite your team & get individual payment cards for everyone 7 £££Happy Inc
- 8. Use the app to allocate money directly to team members 8 £££Happy Inc £
- 9. Or, team members can request budget which managers can approve 9 £££Happy Inc £? £ £
- 10. Spend securely with transactions automatically tracked. Tag projects & receipts on the go 10 £££Happy Inc £ £
- 11. Export real time spend reports any time ready for upload to accounting systems 11 £££Happy Inc £ £
- 12. EventsSalesMarketing Create budgets with other owners to manage more complex spend 12 £££Happy Inc
- 13. EventsSalesMarketing Easy management, no shared cards, no reimbursements & no expense reports 13 £££Happy Inc
- 14. Benefits 14
- 15. The money your team needs, at precisely the moment they need it Approved funds are transferred instantly to individual Business Payment cards. No need to wait to borrow a managers card or pay out-of- pocket. This gives staff clarity around spend expectations helping them make conscientious and confident purchases 15
- 16. Promote trust without sacrificing control With real time spend tracking see what everyone is spending anywhere, anytime. Central control of budgets and approval authority allow you to stay in total control, but your team has autonomy over spend decisions 16
- 17. Make your money work harder for you You don’t just save time and money now by improving basic finance processes, but can get insight into the actual value of spend. Understand true ROI of spend , identify opportunities for group savings and make better forecasts based on previous project spend. 17
- 18. Security at the core Reduce risk with our team of financial technology experts and world-class partners. Cards are issued through the MasterCard Network and accepted by millions of merchants worldwide. In contrast to business credit cards, prepaid cards do not require a credit check and you can't get into debt. 18
- 19. Service driven business banking solutions, not from your bank No need to switch banks simply add a valuable and easy service to your existing process. Seamlessly integrate with your existing accounting software and processes to help you get back to business, not expense reports. 19
- 20. 20 Admin Risk Fraud Actual spend Maverick spend Wasted timeControl ROI Predictability Trust Transparency Team happiness Increase Decrease
- 22. Welcome to aio* This guide gives you an overview of how to use aio* to manage your company expenses. Once you’ve registered your business we will complete a company verification check (3 working days). Whilst this is being processed you can invite your team to join you and set up their user profiles. When the verification is complete you will be able to top up your aio* company float account and we will send your team payment cards. 22 23 •Home 24-25 •Manage Users 26 •Top Up Company float 27 •Allocate Funds 28-30 •Manage Requests 31 •Export Reports 32 •Manage Company float 33-35 •Manage multiple budgets 36-38 •Manage personal requests & spend Quick Links
- 23. Home Navigation On your home page you will see a summary overview of your main company budget “Master” & any budgets “Sub Pots” you have created 1. Your profile/company info, support and logout can be found in the top left nav bar 2. Some tabs have two views (one for management tools and one for your personal information) – click on the sub tabs to toggle between views 3. Notifications are indicated if requests are pending for a budget 4. Use the bottom navigation bar to move between main tabs 23 1 3 2 4
- 24. Invite new users In the “USERS” tab you can invite new users 1. Click “invite users” 2. Enter email addresses in the form (you can add several at one time) 3. Select ‘invite users’ and they will receive an invitation to join your team 4. Once users complete their profile details we will send them their aio* card and they will appear active in your user list 24 1 2 3 4
- 25. Manage your team View and manage your team from the “USERS” tab 1. Select team member in the user list 2. In ‘OVERVIEW’ see card status, current balance and overview of transactions 3. View their profile in “DETAILS” 4. In “MANAGE” select “recall all funds” to return any balance on the users card to the company float 25 1 2 3 4
- 26. Top Up Your Company Float aio* cards are prepaid MasterCards. To use the cards, your company needs to have money in the company expense account On your home page you will see a summary overview of your company master budget 1. Click on the MASTER budget to open your company float details 2. Transfer funds to your aio* account using the details provided. Use an existing debit/credit card or with a bank transfer and the funds should be available within 1 business day 3. Please ensure to include your company name in the reference 26 1 2
- 27. Allocate funds 1. Click “TOP UP CARD” from the “OVERVIEW” tab of the opened budget to allocate money directly to a user 2. Enter the amount and chose the user from your team 3. Click “TOP UP CARD” and their card will be automatically topped up with the funds 27 1 2 3
- 28. View and approve requests In the second tab of a budget you will be able to see pending requests from your team 1. Click on a pending request to review 2. Include a note to the user 3. Select your decision Users will be notified of the decision. If approved, funds will be automatically transferred to their card 28 1 2 3
- 29. Keep track of team spend In the second tab of a budget you will be able to see pending requests from your team 1. “Click “VIEW PROCESSED REQUESTS” button to see previous budget requests 2. Click a processed request from the list to view the request details 3. See the value of transactions tagged to the approved activity 29 1 2 3
- 30. Manage all requests On the main “REQUESTS” tab of your app there is a summary list all requests from ANY pot Review and manage these as you would in a specific budget request list 1. Click on a pending request to review 2. Enter notes if you wish and make a decision “Approve” or “Decline” 3. Click “VIEW PROCESSED REQUESTS” to see all historic requests 30 1 3 2
- 31. Export Reports Export reports of your company spend as CSV/Excel files 1. Open “STATS” in the Master Budget 2. Set the date range you want reports from 3. Click “GO” A link to a report & receipt files will be emailed to your account and be available to download for 48 hours 31 1 2 3
- 32. Manage company Master Budget In the “MANAGE” section of the Master Budget you can change the budget settings: 1. Update the name & description 2. Set other people as managers This is useful for example if you are on holiday and want to delegate management of a budget. If you add a new manager, they will receive a notification and be able to manage the budget and view/approve requests (they will not be able to fund sub pots) Change privacy settings: 3. Set the pot to “PRIVATE” if you only want approved users to be able to make a request to the budget. 4. Add approved users for ‘private’ pots from the drop down user list 5. Click “SAVE POT” to save any changes 32 1 2 3 5 4
- 33. Create a new Budget pot You can create ‘sub pots’ to help you manage more complex budgets across teams or projects 1. Click “NEW PROJECT OR BUDGET” on the home dashboard 2. Enter the new budget name and description 3. If you only want certain people to have access to the budget, set the pot to ‘private’ 4. Pick one or multiple managers (e.g. a team leads) and they will be given authority to assign funds from the budget 5. If you have set the pot to ‘private’ select users allowed to make requests from the budget 6. Click “SAVE” The new ‘sub pot’ budget will now appear on your home dashboard 33 2 1 3 4 5 6
- 34. Funding a budget 1. Open the budget from your home dashboard 2. Select “TOP UP BUDGET” 3. Enter the amount to transfer 4. Click “TOP UP” Funds will be transferred to this budget from the Master Budget 34 1 2 3 4
- 35. Manage a sub pot You can manage a sub pot in exactly the same way as the company float 1. Click “TOP UP BUDGET” to transfer funds to the budget 2. Click “TOP UP CARD“ to assign funds to a user directly 3. View and approve requests in “REQUESTS” 4. Manage pot settings in “MANAGE” (change name, description, privacy, managers and users) 5. You can also delete sub pot budgets by scrolling down in “MANAGE” and selecting “DELETE POT” If you delete a pot any available balance will be transferred back to the company float and the pot will appear on your home screen as ‘inactive’ 35 2 1 5 3 4
- 36. Manage personal requests On the main “REQUESTS” tab of your app you have a sub section called “MY REQUESTS” Make and keep track of personal requests here. However, as admin you will be able to assign yourself budget directly from any pot. 1. Click “MY REQUESTS” sub tab 2. Click “NEW REQUEST” to submit a budget request 3. Pending requests will appear in your “PENDING REQUESTS” list 4. Cancel a pending request by clicking on it to open and then selecting “CANCEL” 5. Click on “VIEW PROCESSED REQUESTS” button to view historic requests 36 1 2 5 3 4
- 37. Manage your personal spend 1. Transactions are detected in real time and you can view them in the “SPEND” tab 2. Click a transaction to open the detail page 3. Add a photo of the receipt (from gallery or camera) 4. Tag the spend to the request that the spend was approved for (if you assigned yourself funds directly the request will be tagged as ‘direct card top up’) 1. This needs to be completed if you want to keep track of amount of money spent against specific budgets 5. Tag a spend category to help your business manage their tax accounting 6. Add a note with any reminders about the spend you might find useful 7. Save changes 37 1 2 3 4 5 6 7
- 38. Return the “change” Sometimes you might make multiple purchases for a trip or activity. To check how much you've spent for a specific activity 1. Go to your “PROCESSED REQUESTS” list in “MY REQUESTS” 2. Click to open a processed request 3. See how much money you have tagged to the activity If you have finished the activity it's easy to return any change to your company account 4. Click “RETURN UNSPENT FUNDS” button. The balance of the request will be returned from your card to the company float account 38 1 2 3 4
- 39. We’d love your feedback! Help us improve our service either in the app by submitting a ticket 1. Open top menu 2. Click “Help” 3. Select a subject and type us a message 4. Click “SUBMIT ISSUE” OR – email us at support@getaio.co.uk Thanks 39 1 2 3 4