Approval Workflows

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

Product screenshot showing the approval workflows within Airbase.

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.

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Trusted by finance teams at all stages.

Customizable expense approval policies.

Airbase spend controls let you configure with your company's spend 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.

Product screenshot showing pending approvals and integrating into Slack.

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.

Product screenshot displaying a custom approval workflow set up for a virtual card.

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.

Product screenshot displaying a set approval policy that can be applied to an account.

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

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.

Product screenshot displaying alerts within Airbase for reoccurring payments.

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.

Control, visibility, and ease.

spend controls.

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

Give every card
a budget.

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

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.


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

“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

Learn how to get control over your company’s spending.

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