Airbase

Invoices are received via dedicated email alias.

Airbase OCR extracts vendor, date, amount, and line items.

System checks for duplicate invoices or existing POs.

Automatic routing to the department head for approval.

Payment is scheduled via ACH, Check, or Card and synced to the ERP.

Finance issues virtual cards with pre-set limits for specific vendors.

Employees use cards for SaaS subscriptions or marketing spend.

Transactions are blocked if they exceed the set threshold.

Receipts are captured via mobile app immediately after purchase.

Automatic reconciliation with the bank statement.

Each SaaS tool is assigned a unique virtual card.

Airbase monitors monthly recurring charges.

Alerts are sent for unexpected price increases or duplicate services.

One-click cancellation by pausing the virtual card.

Reporting provides a dashboard of all active software spend.

Employees snap a photo of a receipt via the Airbase app.

Policy engine checks if the expense is within per-diem limits.

Approved expenses are paid out via next-day ACH.

Transaction is categorized and synced to the accounting system.

Audit trail is preserved for tax compliance.

Set up subsidiary-specific GL accounts and currencies.

Process local payments in over 100 currencies.

Airbase handles currency conversion and exchange rate logging.

Centralized dashboard shows total global spend in real-time.

Unified reporting simplifies consolidated financial audits.