Find out how you can simplify your business expenses & petty cash management. This is our how to guide for admins using the aio*. aio* provide an expense management solution for businesses by connecting prepaid business MasterCards with a management app. This allows managers to 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 perform the administration associated with work expenses

1. next generation expense management
getaio.co.uk

2. 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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3. 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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4. 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.
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Streamline your processes making
spend predictable, visible & insightful

5. How it works
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6. Register your company & top up your
float account
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7. Invite your team & get individual
payment cards for everyone
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8. Use the app to allocate money directly
to team members
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9. Or, team members can request budget
which managers can approve
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10. Spend securely with transactions
automatically tracked. Tag projects &
receipts on the go
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11. Export real time spend reports any time
ready for upload to accounting systems
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12. EventsSalesMarketing
Create budgets with other owners to
manage more complex spend
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13. EventsSalesMarketing
Easy management, no shared cards, no
reimbursements & no expense reports
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14. Benefits
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15. The money your team needs,
at precisely the moment they
need it
Approved 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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16. 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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17. 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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18. Security at the core
Reduce 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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19. Service driven business
banking solutions, not from
your bank
No 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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20. 20
Admin
Risk
Fraud
Actual spend
Maverick spend
Wasted timeControl
ROI
Predictability
Trust
Transparency
Team happiness
Increase
Decrease

21. Let’s get started
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22. Welcome to aio*
This guide gives you an overview of
how to use aio* to manage your
company expenses.
Once you’ve registered your
business we will complete a
company verification check (3
working days). Whilst this is being
processed you can invite your team
to join you and set up their user
profiles.
When the verification is complete
you will be able to top up your aio*
company float account and we will
send your team payment cards.
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•Home
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•Manage Users
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•Top Up Company float
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•Allocate Funds
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•Manage Requests
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•Export Reports
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•Manage Company float
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•Manage multiple budgets
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•Manage personal requests & spend
Quick Links

23. Home Navigation
On your home page you will see a
summary overview of your main
company budget “Master” & any
budgets “Sub Pots” you have created
1. Your profile/company info, support
and logout can be found in the top
left nav bar
2. Some tabs have two views (one for
management tools and one for your
personal information) – click on the
sub tabs to toggle between views
3. Notifications are indicated if
requests are pending for a budget
4. Use the bottom navigation bar to
move between main tabs
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24. Invite new users
In the “USERS” tab you can invite new
users
1. Click “invite users”
2. Enter email addresses in the form
(you can add several at one time)
3. Select ‘invite users’ and they will
receive an invitation to join your
team
4. Once users complete their profile
details we will send them their aio*
card and they will appear active in
your user list
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25. Manage your team
View and manage your team from the
“USERS” tab
1. Select team member in the user list
2. In ‘OVERVIEW’ see card status,
current balance and overview of
transactions
3. View their profile in “DETAILS”
4. In “MANAGE” select “recall all
funds” to return any balance on the
users card to the company float
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26. Top Up Your
Company Float
aio* cards are prepaid MasterCards.
To use the cards, your company needs to
have money in the company expense
account
On your home page you will see a
summary overview of your company
master budget
1. Click on the MASTER budget to open
your company float details
2. Transfer funds to your aio* account
using the details provided. Use an
existing debit/credit card or with a
bank transfer and the funds should be
available within 1 business day
3. Please ensure to include your
company name in the reference
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27. Allocate funds
1. Click “TOP UP CARD” from the
“OVERVIEW” tab of the opened
budget to allocate money directly to
a user
2. Enter the amount and chose the
user from your team
3. Click “TOP UP CARD” and their
card will be automatically topped
up with the funds
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28. View and approve
requests
In 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
Users will be notified of the decision. If
approved, funds will be automatically
transferred to their card
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29. Keep track of team
spend
In the second tab of a budget you will
be able to see pending requests from
your team
1. “Click “VIEW PROCESSED
REQUESTS” button to see previous
budget 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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30. Manage all
requests
On 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 on a pending request to
review
2. Enter notes if you wish and make a
decision “Approve” or “Decline”
3. Click “VIEW PROCESSED
REQUESTS” to see all historic
requests
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31. Export Reports
Export reports of your company spend
as CSV/Excel files
1. Open “STATS” in the Master
Budget
2. Set the date range you want reports
from
3. Click “GO”
A link to a report & receipt files will be
emailed to your account and be
available to download for 48 hours
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32. Manage company
Master Budget
In the “MANAGE” section of the Master
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
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33. Create a new
Budget pot
You can create ‘sub pots’ to help you manage more
complex budgets across teams or projects
1. Click “NEW PROJECT OR BUDGET” on the
home dashboard
2. Enter the new budget name and description
3. If you only want certain people to have access to
the budget, set the pot to ‘private’
4. Pick one or multiple managers (e.g. a team
leads) and they will be given authority to assign
funds from the budget
5. If you have set the pot to ‘private’ select users
allowed to make requests from the budget
6. Click “SAVE”
The new ‘sub pot’ budget will now appear on your
home dashboard
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34. Funding a budget
1. Open the budget from your home
dashboard
2. Select “TOP UP BUDGET”
3. Enter the amount to transfer
4. Click “TOP UP”
Funds will be transferred to this
budget from the Master Budget
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35. Manage a sub pot
You can manage a sub pot in exactly the
same way as the company float
1. Click “TOP UP BUDGET” to transfer
funds to the budget
2. Click “TOP UP CARD“ to assign funds
to a user directly
3. View and approve requests in
“REQUESTS”
4. Manage pot settings in “MANAGE”
(change name, description, privacy,
managers and users)
5. You can also delete sub pot budgets by
scrolling down in “MANAGE” and
selecting “DELETE POT”
If you delete a pot any available balance
will be transferred back to the company
float and the pot will appear on your home
screen as ‘inactive’
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36. Manage personal
requests
On the main “REQUESTS” tab of your
app you have a sub section called “MY
REQUESTS”
Make and keep track of personal requests
here. However, as admin you will be able
to assign yourself budget directly from
any pot.
1. Click “MY REQUESTS” sub tab
2. Click “NEW REQUEST” to submit a
budget request
3. Pending requests will appear in your
“PENDING REQUESTS” list
4. Cancel a pending request by clicking
on it to open and then selecting
“CANCEL”
5. Click on “VIEW PROCESSED
REQUESTS” button to view historic
requests
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37. Manage your
personal spend
1. Transactions are detected in real time
and you can view them in the “SPEND”
tab
2. Click a transaction to open the detail
page
3. Add a photo of the receipt (from gallery
or camera)
4. Tag the spend to the request that the
spend was approved for (if you assigned
yourself funds directly the request will
be tagged as ‘direct card top up’)
1. This needs to be completed if you want to
keep track of amount of money spent
against specific budgets
5. Tag a spend category to help your
business manage their tax accounting
6. Add a note with any reminders about the
spend you might find useful
7. Save changes
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38. Return the
“change”
Sometimes you might make multiple
purchases for a trip or activity. To check
how much you've spent for a specific
activity
1. Go to your “PROCESSED
REQUESTS” list in “MY REQUESTS”
2. Click to open a processed request
3. See how much money you have tagged
to the activity
If you have finished the activity it's easy
to return any change to your company
account
4. Click “RETURN UNSPENT FUNDS”
button.
The balance of the request will be
returned from your card to the company
float account
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39. 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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