Approval Workflows

Request and approval workflows. Easy, fast, upfront compliance.

High-performing teams need to put the company’s money to work to be successful. Managers need visibility and control for budget discipline. Time to square that circle.



Customizable expense approval policies.

Set the approval policies that work for your company. For virtual cards and purchase orders, they’re set up front, company-wide, and can be specific to a department, spend threshold, or expense category. Select the manager(s) that must approve for each of the rules you’ve created and get the budget oversight you need.


Pre-approve every spend.

When using virtual cards or making a purchase with a PO or a simple invoice, rest assured that every expense is pre-approved. Requests for approvals are automatically routed to the required approver(s) via email and Slack to allow for rapid responses. The Airbase mobile app supports an active on-the-go request and approval flow.

Advanced approvals.

Our advanced approval module provides even greater customizations for more complex needs. Easily create custom rules and automatically route approvals to one or more approvers, in any sequence, to match your policy. Build in flows that span departments, spend type, or GL categories. Create contingency flows that automatically shift to next-in-line to keep your business moving when decision-makers are unavailable.

Screenshot of form creation

Create dynamic and flexible forms.

Customize your spend request forms to capture the information required by IT, legal, finance, and other business groups, and mimic your company’s unique spend approval workflow. Workflow Builder allows you to easily collaborate on spend requests and approvals in one system — helping you enforce compliance, save time, and reduce manual work.

Collaborate easily with @Mentions.

Tag your team members in comments to quickly receive clarifications, feedback, and answers required to keep spending safe and efficient. @Mentions helps you speed up your approvals and consolidate all your spend conversations in one place. Never piece together communications about a transaction from Slack or email again. Capture and organize all correspondence about a transaction in one place for an effective, clear audit trail.

Screenshot showing @Mentions in chat

Control, visibility, and ease.

file icon

Improve spend controls.

Use spend requests and approvals to ensure that company expenses are pre-approved before employees make purchases, including on cards.

Credit Card Icon

Give every card a budget.

Set spend limits for each card via software to prevent overspending and unauthorized vendor charges.

Settings Icon

Customize with your spend policies.

Use settings to establish approval workflows that reflect your company’s policies. Establish who should approve what type and amount of expenditures.

sync arrows

Provide visibility.

Give every manager access to real-time spend for their department. Alerts let users know when a spend is a possible duplicate.


A consistent approval process for virtual cards, POs, and reimbursements.

Your high-performing teams will use one consistent workflow to request payment for the resources they need, whether it’s a virtual card for a subscription service, an invoice for an independent contractor, a purchase order for equipment, or a request for reimbursement. And, they won’t have to guess who is supposed to provide approval.

Get visibility and alerts.

Airbase gives managers real-time line of sight into what is being spent by their teams without having to ask for interim reports. In addition to this on-demand visibility, the system sends an alert if a request is made for a service that the company already pays for. Critical, timely information to avoid duplicate charges or negotiate bulk discounts reduces wasted spend.



Shifting from Traditional to Rule-based Policies

Read more about automating approval workflows.

orange rectangle
angled line
“Our biggest challenges in regards to controlling our expenses in the past were around the approval workflows. With Airbase, we were able to establish a clear, repetitive, and consistent approval process. Because everyone is on Airbase and managers approve their teams’ costs, there is clear visibility and responsibility for spend.”

Dmitri Litin, Controller at AspireIQ