Optimize your organization: A guide to Extend user roles
December 12, 2024 6:29 PM
View the webinar
When you introduce Extend to your company, you're setting up more than just a tool for virtual cards and spend management. You’re creating a framework for better financial visibility, control, and efficiency. But to make the most of this system, it's crucial to understand how to involve your team and assign roles that match their responsibilities.
Whether you're the head of finance, a staff accountant, or a small business owner, onboarding your colleagues to Extend will improve your company’s ability to manage company spending efficiently.
Let's take a look at how assigning different user roles can empower your organization while making day-to-day tasks more seamless for everyone.
Why invite your team to Extend?
Think about your company’s spending ecosystem. Who oversees budgets? Who manages reimbursable expenses? Who ensures the books are reconciled? Now, consider giving each of these team members a role tailored to their needs.
By onboarding your team to Extend and assigning them roles, you can:
Improve visibility: Get a real-time view of who’s spending and how.
Enhance control: Grant permissions that align with each employee’s responsibilities.
Streamline workflows: Simplify payment and reconciliation processes for your team.
🔥 Hot tip: Use this email templateto introduce your company to Extend.
Types of user roles
Here’s an overview of the roles in Extend and who in your organization might fit each one.
1. Owner
The Owner is the cornerstone of your organization in Extend. They hold full permissions to all registered card accounts, virtual cards, and budgets across the organization. The Owner role is granted to the person who set up Extend, which is typically the card program administrator—perhaps this is you!
The Owner can assign roles, register card accounts, access and edit all card and budget activity across the organization, and reassign the Owner role, if needed.
Best for:
Card program administrator, COO, CFO, or the leader tasked with overseeing company-wide expense management
2. Admin
If the Owner is the architect, the Admin is the lead contractor. Admins work closely with the Owner to manage team members and permissions. They also have full access to all registered card accounts, virtual cards, and budgets across the organization—just like the Owner.
Best for:
VP finance or finance leads, VP operations or operations managers, and others who need full oversight and management of company spend
3. Card Manager
Card Managers are individuals who have a company credit card or oversee select credit cards in the organization. They might not need full admin privileges, but they’re responsible for facilitating spending in their department or domain.
Best for:
Department heads, team leaders, office managers, or employees who need access to corporate cards for specific projects or teams
4. Bookkeeper
They may not need to issue virtual cards or manage permissions, but the Bookkeeper does need access to transaction data on-demand for accounting, reporting, and reconciliation purposes. The Owner can grant the Bookkeeper full or selective visibility into specific card accounts in the organization and their associated virtual cards and budgets.
Best for:
Accountants, controllers, or finance staff focused on closing the books
5. Member
Members are employees who use Extend for virtual card purchases but don’t need any administrative controls or access to corporate cards. They can receive virtual cards—and even budgets as needed—to manage specific spend.
Best for:
Team members responsible for specific purchases, such as supplies, subscriptions, or travel
6. Guest
Sometimes, you need to extend (pun intended!) your payment capabilities beyond your company. Ideal for temporary employees, Guests can receive virtual cards to cover project expenses, attach receipts to transactions, and submit out-of-pocket expense reports, but they have limited functionality and visibility into your organization.
Best for:
Contractors, freelancers, interns, interview candidates, or temporary staff with restricted spending needs
Note: Certain card issuers may limit advanced role permissions, as needed.
This structure lets Sarah focus on driving more strategic finance initiatives, while Marcus manages day-to-day operations, Priya keeps the books balanced, and Alex, Jenna, and Finn can easily make payments.
Get your team set up today
Ready to optimize your company’s financial operations? Start by inviting your team to join your organization in Extend. Then, assign roles that align with their responsibilities to create an efficient workflow tailored to your business needs.
By empowering your team with the right roles and permissions, you’ll gain better visibility and control—while giving your employees the tools they need to excel.
When you introduce Extend to your company, you're setting up more than just a tool for virtual cards and spend management. You’re creating a framework for better financial visibility, control, and efficiency. But to make the most of this system, it's crucial to understand how to involve your team and assign roles that match their responsibilities.
Whether you're the head of finance, a staff accountant, or a small business owner, onboarding your colleagues to Extend will improve your company’s ability to manage company spending efficiently.
Let's take a look at how assigning different user roles can empower your organization while making day-to-day tasks more seamless for everyone.
Why invite your team to Extend?
Think about your company’s spending ecosystem. Who oversees budgets? Who manages reimbursable expenses? Who ensures the books are reconciled? Now, consider giving each of these team members a role tailored to their needs.
By onboarding your team to Extend and assigning them roles, you can:
Improve visibility: Get a real-time view of who’s spending and how.
Enhance control: Grant permissions that align with each employee’s responsibilities.
Streamline workflows: Simplify payment and reconciliation processes for your team.
🔥 Hot tip: Use this email templateto introduce your company to Extend.
Types of user roles
Here’s an overview of the roles in Extend and who in your organization might fit each one.
1. Owner
The Owner is the cornerstone of your organization in Extend. They hold full permissions to all registered card accounts, virtual cards, and budgets across the organization. The Owner role is granted to the person who set up Extend, which is typically the card program administrator—perhaps this is you!
The Owner can assign roles, register card accounts, access and edit all card and budget activity across the organization, and reassign the Owner role, if needed.
Best for:
Card program administrator, COO, CFO, or the leader tasked with overseeing company-wide expense management
2. Admin
If the Owner is the architect, the Admin is the lead contractor. Admins work closely with the Owner to manage team members and permissions. They also have full access to all registered card accounts, virtual cards, and budgets across the organization—just like the Owner.
Best for:
VP finance or finance leads, VP operations or operations managers, and others who need full oversight and management of company spend
3. Card Manager
Card Managers are individuals who have a company credit card or oversee select credit cards in the organization. They might not need full admin privileges, but they’re responsible for facilitating spending in their department or domain.
Best for:
Department heads, team leaders, office managers, or employees who need access to corporate cards for specific projects or teams
4. Bookkeeper
They may not need to issue virtual cards or manage permissions, but the Bookkeeper does need access to transaction data on-demand for accounting, reporting, and reconciliation purposes. The Owner can grant the Bookkeeper full or selective visibility into specific card accounts in the organization and their associated virtual cards and budgets.
Best for:
Accountants, controllers, or finance staff focused on closing the books
5. Member
Members are employees who use Extend for virtual card purchases but don’t need any administrative controls or access to corporate cards. They can receive virtual cards—and even budgets as needed—to manage specific spend.
Best for:
Team members responsible for specific purchases, such as supplies, subscriptions, or travel
6. Guest
Sometimes, you need to extend (pun intended!) your payment capabilities beyond your company. Ideal for temporary employees, Guests can receive virtual cards to cover project expenses, attach receipts to transactions, and submit out-of-pocket expense reports, but they have limited functionality and visibility into your organization.
Best for:
Contractors, freelancers, interns, interview candidates, or temporary staff with restricted spending needs
Note: Certain card issuers may limit advanced role permissions, as needed.
This structure lets Sarah focus on driving more strategic finance initiatives, while Marcus manages day-to-day operations, Priya keeps the books balanced, and Alex, Jenna, and Finn can easily make payments.
Get your team set up today
Ready to optimize your company’s financial operations? Start by inviting your team to join your organization in Extend. Then, assign roles that align with their responsibilities to create an efficient workflow tailored to your business needs.
By empowering your team with the right roles and permissions, you’ll gain better visibility and control—while giving your employees the tools they need to excel.
When you introduce Extend to your company, you're setting up more than just a tool for virtual cards and spend management. You’re creating a framework for better financial visibility, control, and efficiency. But to make the most of this system, it's crucial to understand how to involve your team and assign roles that match their responsibilities.
Whether you're the head of finance, a staff accountant, or a small business owner, onboarding your colleagues to Extend will improve your company’s ability to manage company spending efficiently.
Let's take a look at how assigning different user roles can empower your organization while making day-to-day tasks more seamless for everyone.
Why invite your team to Extend?
Think about your company’s spending ecosystem. Who oversees budgets? Who manages reimbursable expenses? Who ensures the books are reconciled? Now, consider giving each of these team members a role tailored to their needs.
By onboarding your team to Extend and assigning them roles, you can:
Improve visibility: Get a real-time view of who’s spending and how.
Enhance control: Grant permissions that align with each employee’s responsibilities.
Streamline workflows: Simplify payment and reconciliation processes for your team.
🔥 Hot tip: Use this email templateto introduce your company to Extend.
Types of user roles
Here’s an overview of the roles in Extend and who in your organization might fit each one.
1. Owner
The Owner is the cornerstone of your organization in Extend. They hold full permissions to all registered card accounts, virtual cards, and budgets across the organization. The Owner role is granted to the person who set up Extend, which is typically the card program administrator—perhaps this is you!
The Owner can assign roles, register card accounts, access and edit all card and budget activity across the organization, and reassign the Owner role, if needed.
Best for:
Card program administrator, COO, CFO, or the leader tasked with overseeing company-wide expense management
2. Admin
If the Owner is the architect, the Admin is the lead contractor. Admins work closely with the Owner to manage team members and permissions. They also have full access to all registered card accounts, virtual cards, and budgets across the organization—just like the Owner.
Best for:
VP finance or finance leads, VP operations or operations managers, and others who need full oversight and management of company spend
3. Card Manager
Card Managers are individuals who have a company credit card or oversee select credit cards in the organization. They might not need full admin privileges, but they’re responsible for facilitating spending in their department or domain.
Best for:
Department heads, team leaders, office managers, or employees who need access to corporate cards for specific projects or teams
4. Bookkeeper
They may not need to issue virtual cards or manage permissions, but the Bookkeeper does need access to transaction data on-demand for accounting, reporting, and reconciliation purposes. The Owner can grant the Bookkeeper full or selective visibility into specific card accounts in the organization and their associated virtual cards and budgets.
Best for:
Accountants, controllers, or finance staff focused on closing the books
5. Member
Members are employees who use Extend for virtual card purchases but don’t need any administrative controls or access to corporate cards. They can receive virtual cards—and even budgets as needed—to manage specific spend.
Best for:
Team members responsible for specific purchases, such as supplies, subscriptions, or travel
6. Guest
Sometimes, you need to extend (pun intended!) your payment capabilities beyond your company. Ideal for temporary employees, Guests can receive virtual cards to cover project expenses, attach receipts to transactions, and submit out-of-pocket expense reports, but they have limited functionality and visibility into your organization.
Best for:
Contractors, freelancers, interns, interview candidates, or temporary staff with restricted spending needs
Note: Certain card issuers may limit advanced role permissions, as needed.
This structure lets Sarah focus on driving more strategic finance initiatives, while Marcus manages day-to-day operations, Priya keeps the books balanced, and Alex, Jenna, and Finn can easily make payments.
Get your team set up today
Ready to optimize your company’s financial operations? Start by inviting your team to join your organization in Extend. Then, assign roles that align with their responsibilities to create an efficient workflow tailored to your business needs.
By empowering your team with the right roles and permissions, you’ll gain better visibility and control—while giving your employees the tools they need to excel.
Optimize your organization: A guide to Extend user roles
Presented by
Lisa Maris Richner
Vice President of Product
When you introduce Extend to your company, you're setting up more than just a tool for virtual cards and spend management. You’re creating a framework for better financial visibility, control, and efficiency. But to make the most of this system, it's crucial to understand how to involve your team and assign roles that match their responsibilities.
Whether you're the head of finance, a staff accountant, or a small business owner, onboarding your colleagues to Extend will improve your company’s ability to manage company spending efficiently.
Let's take a look at how assigning different user roles can empower your organization while making day-to-day tasks more seamless for everyone.
Why invite your team to Extend?
Think about your company’s spending ecosystem. Who oversees budgets? Who manages reimbursable expenses? Who ensures the books are reconciled? Now, consider giving each of these team members a role tailored to their needs.
By onboarding your team to Extend and assigning them roles, you can:
Improve visibility: Get a real-time view of who’s spending and how.
Enhance control: Grant permissions that align with each employee’s responsibilities.
Streamline workflows: Simplify payment and reconciliation processes for your team.
🔥 Hot tip: Use this email templateto introduce your company to Extend.
Types of user roles
Here’s an overview of the roles in Extend and who in your organization might fit each one.
1. Owner
The Owner is the cornerstone of your organization in Extend. They hold full permissions to all registered card accounts, virtual cards, and budgets across the organization. The Owner role is granted to the person who set up Extend, which is typically the card program administrator—perhaps this is you!
The Owner can assign roles, register card accounts, access and edit all card and budget activity across the organization, and reassign the Owner role, if needed.
Best for:
Card program administrator, COO, CFO, or the leader tasked with overseeing company-wide expense management
2. Admin
If the Owner is the architect, the Admin is the lead contractor. Admins work closely with the Owner to manage team members and permissions. They also have full access to all registered card accounts, virtual cards, and budgets across the organization—just like the Owner.
Best for:
VP finance or finance leads, VP operations or operations managers, and others who need full oversight and management of company spend
3. Card Manager
Card Managers are individuals who have a company credit card or oversee select credit cards in the organization. They might not need full admin privileges, but they’re responsible for facilitating spending in their department or domain.
Best for:
Department heads, team leaders, office managers, or employees who need access to corporate cards for specific projects or teams
4. Bookkeeper
They may not need to issue virtual cards or manage permissions, but the Bookkeeper does need access to transaction data on-demand for accounting, reporting, and reconciliation purposes. The Owner can grant the Bookkeeper full or selective visibility into specific card accounts in the organization and their associated virtual cards and budgets.
Best for:
Accountants, controllers, or finance staff focused on closing the books
5. Member
Members are employees who use Extend for virtual card purchases but don’t need any administrative controls or access to corporate cards. They can receive virtual cards—and even budgets as needed—to manage specific spend.
Best for:
Team members responsible for specific purchases, such as supplies, subscriptions, or travel
6. Guest
Sometimes, you need to extend (pun intended!) your payment capabilities beyond your company. Ideal for temporary employees, Guests can receive virtual cards to cover project expenses, attach receipts to transactions, and submit out-of-pocket expense reports, but they have limited functionality and visibility into your organization.
Best for:
Contractors, freelancers, interns, interview candidates, or temporary staff with restricted spending needs
Note: Certain card issuers may limit advanced role permissions, as needed.
This structure lets Sarah focus on driving more strategic finance initiatives, while Marcus manages day-to-day operations, Priya keeps the books balanced, and Alex, Jenna, and Finn can easily make payments.
Get your team set up today
Ready to optimize your company’s financial operations? Start by inviting your team to join your organization in Extend. Then, assign roles that align with their responsibilities to create an efficient workflow tailored to your business needs.
By empowering your team with the right roles and permissions, you’ll gain better visibility and control—while giving your employees the tools they need to excel.
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