next generation expense management

getaio.co.uk

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Expense Management is painful

The old way of managing expenses is broken; paying out-of-pocket, collecting receipts, expense reports, waiting to be reimbursed.

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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.

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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.

Streamline your processes making spend predictable, visible & insightful

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How it works

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Register your company & top up your float account

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Invite your team & get individual payment cards for everyone

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Use the app to allocate money directly to team members

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Or, team members can request budget which managers can approve

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Spend securely with transactions automatically tracked. Tag projects & receipts on the go

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Export real time spend reports any time ready for upload to accounting systems

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EventsSalesMarketing

Create budgets with other owners to manage more complex spend

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Easy management, no shared cards, no reimbursements & no expense reports

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Benefits

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The money your team needs, at precisely the

moment they need itApproved 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

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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

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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.

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Security at the coreReduce 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.

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Service driven business banking solutions, not

from your bankNo 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.

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AdminRisk

FraudActual spend

Maverick spendWasted timeControl

ROIPredictability

TrustTransparency

Team happiness

Increase

Decrease

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Let’s get started

Welcome to aio*

This guide gives you an overview of how to use aio* to manage your company expenses.If you are made the manager of a budget you will have access to additional functionality in the app.You can approve budget requests, assign funds directly to users and review team spend.The business payment cards integrate with a smart app allowing you to manage your expenses better. The old way of managing expenses is broken and this system makes collecting receipts, filing expense reports and paying out of pocket a thing of the past.

23• Being made a manager

24• Viewing a budget pot

25• Allocating funds

26-27• View and approve requests

28• Keep track of team spend

29• Manage a budget

Quick Links

Being made a managerIf your company uses aio* to manage budgets you may well be given permissions to manage a budget

If this happens you'll get a notification email and the next time you log in to the app you'll see a few changes

1. On your home page you'll now see a new tab for “MY BUDGETS”

2. Budgets you manage will appear here in a list

3. You can view your personal card as normal on the “MY CARD” tab

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Viewing a budget potOn the my budgets page you will see an overview of your budgets

1. If there are pending requests from team members you will see a notification in the top right of the box

2. Click on a budget to see more details

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Allocate funds1. Allocate money from the budget to

a user directly by selecting “TOP UP CARD”

2. In the form, enter the amount you wish to assign and chose the user

3. Click “TOP UP CARD”

This will automatically top up the users card

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View and approve requestsIn 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 (approve/decline)

Users will be notified of the decision. If approved, funds will be automatically transferred to their card

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Manage all requestsOn 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 “VIEW PROCESSED REQUESTS” to see all historic requests

2. Click on a pending request to review

3. Enter notes if you wish and make a decision “Approve” or “Decline”

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Keep track of team spendIn the second tab of a budget you will be able to see pending requests from your team

1. “Click “VIEW PROCESSED REQUESTS” to see historic 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

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Manage your BudgetIn the “MANAGE” section of the 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

You can also delete the sub pot budgets by scrolling down in “MANAGE” and selecting “DELETE POT (appears under ‘save pot’)

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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

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