New ways to optimize expense management in Extend

Make sure to invite other folks in your company to onboard with Extend. When you invite your team to join your organization—or “org”—in Extend, you gain more visibility and control over spending, while they get a better way to make payments.

You can also assign different roles with dedicated permissions to help juggle the hefty responsibility of spend management. Teamwork makes the dream work! 💪

Get to know your roles

📍You can assign roles upon invitation or at any other time from the People page. Note that only the Owner and Admin can invite and remove members from the org. 

Here’s a look at the different role types:

The Owner is typically the card program administrator for your company and likely the person who set up Extend. This role has full control and permissions, can register a card account, and can access all registered card accounts in the org. If needed, this role can be re-assigned at any time.

An Admin is typically someone who works closely with the Owner and helps manage org membership and user permissions. They can register a card account and access all registered card accounts in the org. They might be an operations manager or a department head.

A Card Manager is an individual with a company card or an employee who needs access to other cards in the org. They can register a card account and be granted edit access to other registered card accounts at the discretion of the Owner.

A Bookkeeper is an individual who gets view-only access to card accounts, virtual cards, and budgets within the org for reporting and reconciliation. They are typically an accountant, controller, or finance lead. The Owner and Admin can also customize which accounts each Bookkeeper can view, if they need to ensure selective visibility.

A Member is an employee of your company who may need to make a purchase with a virtual card or manage a budget, but they do not require any admin permissions. They can only see activity related to their own virtual cards and budgets.

A Guest is an individual who can receive virtual cards, but they have limited functionality and visibility within your organization. They are likely a freelancer, intern, or contract employee for your company.

Check out the full roles and permissions table for more details.

Other roles for spend management

In addition to the core roles listed above, the Owner and Admin can also assign two other roles in the organization to help manage specific accounting operations:

The Card Approver is an optional role that serves as the final approver (after approval by the funding source owner) for all virtual card requests, updates, and new cards created over a specific dollar threshold. Only one Card Approver may be assigned per org.

📍You can assign this role from the Business Rules tab on the Organization Settings page.

The Out-of-Pocket Expense Approver is an optional role that oversees reimbursable expenses. If the Owner or Admin activates the out-of-pocket expense reports feature and assigns an approver, this role will be the only user who can approve or reject out-of-pocket expense reports for the org.

📍You can assign this role from the Out-of-Pocket Expenses tab on the Expenses page.

FAQs

Who can invite people to join Extend?
Only the Owner and Admin roles have permission to invite and remove members from the org.

What happens after I invite someone?
The invitee will receive an email with a link to create a profile and join your org. If they already have an Extend profile, they will receive an invite to join your org via email and in the app.

What should I do about people outside of my company?
If a contractor, interviewee, or freelancer needs to make a business purchase on behalf of your company, you should invite them as a Guest of your organization. A Guest can view their own virtual cards and transactions, attach receipts, and submit out-of-pocket expense reports. They cannot register a card account, request virtual cards or budgets, use a budget, or view org information, like members or settings.