How to request funds
What is a funds request?
Funds requests is a feature that allows your team members to ask for additional money in any balance that they have access to. Once a request is submitted an in-platform message is delivered via email and push notification to designated approvers.
Approvers can easily approve or reject any requests via their account on desktop or on the mobile app.
Enabling Funds requests
Only Owners on the account can activate Funds requests in the Account settings section accessed via the arrow in the top menu. Account settings > Requests > Enable Funds requests.
You will need to choose how many Approval tiers you would like and add people to each tier you create. Find out more about approval tiers here.
For each tier you create, please type the name of the person or people that you would like to approve requests in that tier. It is possible for someone to be listed in multiple tiers, however each request can only be approved once by the same person.
Each request will have to go through all the Approval tiers before the funds are moved to the requested balance, starting with Tier 1 and progressing through the remaining tiers. The last Approval tier has the ultimate authority to approve or reject the request.
In order to be able to add somebody to an approval tier they have to have the Account role of Owner or Admin or have the balance role of Balance admin on specific balance(s).
How to create a Funds request
Funds requests can be raised only on sub balances and not on the Account balance.
Anyone who is a Balance Admin or Balance Payer can raise a Funds request on the Shared balances where they have this role. Anyone that has an Individual balance will also be able to submit a Funds request. Balance viewers cannot request funds as they have read-only access to the Shared balance. Balance users are also unable to request funds as their access to the funds in the Shared balance is usually limited by their spending limits that can be adjusted by Owners, Admins and Balance Admins as and when required.
To make a Funds request, click on the circular "Request funds" button that’s shown on the top of the following pages: Overview, Transactions, Balances, Cards.
When requesting funds you'll be able to add a reason for your request before submitting it for approval. If a request becomes obsolete, the requester has the ability to cancel it at any point before it's approved by all relevant Approval tiers.
Requests will automatically expire after 1 month if they are not actioned before then.
Approving or rejecting requests
Once a request is submitted all approvers in Tier 1 will be notified via email and push notification.
Owners, Admins and Balance admins can approve Funds requests by default but will not be notified of incoming requests unless they are added into the Approval tier. This will prevent management from receiving unwanted notifications but still provide an oversight of any pending requests and enable them to take action. Balance Admins can approve only Funds requests raised on any of the sub-balances underneath the balances that they manage.
Approvers can only approve requests at the final approval tier if there are sufficient funds in the funding balance.
Once the request is approved by the approver in the final tier and the funds have been moved to the requested balance the Requester gets a push and email notification. When approving funds requests to a shared balance, anyone who can spend from that balance will be able to access the funds in addition to the Requester.
Visibility of pending funds requests
Apart from the people that have the ability to approve funds requests (detailed above), anyone with the Account role Payer, Viewer and Accountant will be able to see any pending funds requests across all balances and anyone with the Balance role Balance payer or Balance viewer will be able to see any pending funds requests on balances where they have those roles.
In addition to that the requester can see and monitor progress on any of their funds requests.
Roles and their Funds requests permissions
Account role permissions
To read more about what permissions different account roles have across the application please see the Adding people and setting roles walkthrough.
Balance role permissions
Find out more about Balance roles and their permissions in the Assigning people to balances walkthrough.
