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! 💪
📍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.
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, but 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 might be an operations manager or a department head.
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 registered accounts, virtual cards, and budgets, if applicable.
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.
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 can send them a guest virtual card. When you send them guest cards, they are automatically added to your contact list on the People page, but they can only view activity related to their own cards and transactions.
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