How do I set up a business expense account and order a card?

When you are trying to provide money to frontline staff for business expenses it is difficult if they do not have a company credit or expense card. With SpendAble it makes this really easy by setting up cost centres or expenses in the system and having a card for it. 

Why would I use SpendAble for business costs?

By using SpendAble you can streamline your expense management and petty cash into a single process for client and business expenses for everyone in your organisation to follow. It makes it easier to provide evidence and capture receipts for any expenses. 

In this example we will set up a wallet for the office expenses

Setting up the users for business expenses. 

To create the correct users you need to create a participant called "Office Expenses"

Start by pressing the "Onboard User" button on the dashboard and selecting "Add Participant"

Fill in the users details and create the user.

You likely don't have an email or phone number you can read this article to understand what to do in that situation. (https://spendable.simplebase.co/en/category/set-up-your-organisation/article/add-your-participants)

Fill in the users details and create the user.

If your SIL house or participant's don't have an email or phone number you can read this article to understand what to do in that situation. (https://spendable.simplebase.co/en/category/set-up-your-organisation/article/add-your-participants)

Setting up wallets

During the "Add Participant" process it will ask you to create a wallet for the expense category. Create at least 1 wallet where money can be deposited for the "Office Expenses" 

An added option is that you can create multiple wallets to separate and categorise the expenses. To do this: 

1. Identify the categories of joint costs — i.e. Stationary, Utilities, Catering etc.
2. Create a wallet for each identified category for the house

Order a card for the expense category

During the "Add User" process you will be asked if you want to order a card. Wwe recommend ordering a "Card for their support workers" so that your office workers can check-out the card and it can be shared amongst a group of people. 

Who needs access to the joint costs wallets?

You need to decide who needs to access the money to pay, view or report?  People such as:

1. Support workers to pay
2. Office staff

Create the required users in the onboard user process by selecting participant or guardian. If you need to add admins or operations managers, you need to do this from the 'Users' tab in the hub.

Connecting support workers

1. Go to the 'wallet' tab in the hub
2. Find the wallet in the list you want to connect the user to and select the edit pencil
3. In the wallet, find the 
4. Input the email of the user you are connecting
5. Click connect

How to get money into the business expense account

There are two options to deposit money to the wallets: 

1. Transfer from an external bank account
2. Internally transfer from another wallet in SpendAble (Requires funds in the other wallet)

In the top right hand corner of the wallet details page, you'll see the bank details for your wallet.

By simply using the BSB, Account Number and Description, you can directly transfer funds to the wallet.

How do I transfer between different wallets in my organisation?

Read this article to understand how internal transfers are made. 

(https://spendable.simplebase.co/en/category/using-your-spendable-card/article/internal-transfer-for-joint-participant-expenses-silgroup-expenses)