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.
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.
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• Being made a manager
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• Viewing a budget pot
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• Allocating funds
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• View and approve requests
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• Keep track of team spend
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• Manage a budget
Quick Links

23. Being made a
manager
If 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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24. Viewing a budget
pot
On 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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25. Allocate funds
1. 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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26. 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
(approve/decline)
Users will be notified of the decision. If
approved, funds will be automatically
transferred to their card
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27. 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 “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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28. 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” 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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29. Manage your
Budget
In 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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30. 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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