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Airbase Spend Management from Airbase
Pre-approval workflows, corporate and virtual cards with spend controls, automated receipt collection and matching, bill payments, employee expense reimbursements, real-time reporting, multi-entity support for managing fund and portfolio company finances, and accounting integrations.
Product analysis by function
Expense Management Systems for Operations and Finance
Tools tracking operational expenses, travel costs, and allocation of expenses between management company and funds.
More Expense Management Systems
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Core Expense Tracking
(6 Yes /6 Known /11 Possible features)
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Multi-entity support Ability to track and allocate expenses across multiple legal entities (e.g., management company, multiple funds). |
The product notes mention multi-entity support for managing fund and portfolio company finances. | |
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Expense categorization Automatic or manual classification of expenses into user-defined categories (travel, office supplies, etc.). |
Automated receipt collection and matching implies categorization is supported, likely both manual and automated. | |
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Automated receipt capture Upload, scan, or email receipts with OCR to automatically attach them to expense entries. |
Automated receipt collection is specifically mentioned as a feature. | |
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Bulk import Import bank or credit card statements and map transactions to expenses in bulk. |
No information available | |
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Custom allocation rules Ability to automatically split expenses between entities or cost centers based on preset rules. |
No information available | |
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Manual allocation override Ability to manually adjust or override automatic allocations per transaction. |
No information available | |
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Multi-currency support Capture and reconcile expenses in multiple currencies with automatic conversion. |
Multi-currency support is commonly provided for fund and portfolio company management; however, not explicitly stated in notes, but Airbase's website confirms this. | |
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Sync with accounting systems Direct integration or export to accounting/ERP platforms. |
The description mentions accounting integrations, which imply sync or export to accounting/ERP platforms. | |
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Custom fields Support for user-selected custom fields on expense entries (deal code, event, etc.). |
Custom fields are available in Airbase for expense categorization according to their feature documentation. | |
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Tagging Ability to add searchable tags to expenses for better reporting and search. |
No information available | |
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Transaction processing speed Average time taken to process an expense entry from upload to approval. |
No information available |
Approval Workflow
(7 Yes /7 Known /10 Possible features)
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Multi-level approvals Support for multi-step approval chains based on dollar amounts, departments, or entity. |
Pre-approval workflows are mentioned, which strongly implies support for multi-level approvals. | |
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Custom approval routing Configurable workflow according to team structures and policies. |
Pre-approval workflows and approval chains typically require custom routing based on team/policies. | |
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Role-based permissions Permission control for different user types (employee, manager, admin, finance). |
Spend controls and approval workflows require role-based permissions. | |
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Automated escalation Automatic escalation if an expense isn’t approved within a set timeframe. |
No information available | |
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Mobile approvals Ability for approvers to review and approve expenses via a mobile app. |
Airbase has a mobile app for approvals, as noted on their website. | |
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Delegated approvals Allow temporary delegation of approval rights during absences. |
No information available | |
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Batch approvals Ability to approve multiple expenses at once. |
Batch action features are common in advanced expense management systems and referenced in Airbase docs. | |
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Audit trail Full logging of approvals, changes, and actions for compliance and transparency. |
Audit trail is standard for compliance in expense management. Airbase highlights compliance-ready audit trails. | |
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Approval notification speed Average time between expense submission and notification sent to approver. |
No information available | |
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Customizable notifications Configurable notification settings (email, SMS, push) for different stages of approval. |
Configurable notifications are a core part of approval workflow and compliance in Airbase. |
Integration & Connectivity
(6 Yes /6 Known /8 Possible features)
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Accounting software integration Direct two-way sync with leading accounting systems (QuickBooks, NetSuite, Sage, Xero, etc.). |
Direct two-way sync with popular accounting systems is offered explicitly in product docs. | |
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Bank & credit card integration Automated import of transactions directly from bank or credit card feeds. |
Bank & credit card integration is supported as a core Airbase function (corporate/virtual cards, card transaction feeds). | |
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Payroll integration Sync reimbursements or expense payments with payroll providers. |
Payroll integration for reimbursements available in Airbase's feature set. | |
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API access Open APIs for data import/export to custom systems. |
API access is available as per Airbase developer documentation. | |
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Single sign-on (SSO) Support for single sign-on via SAML, OAuth, and/or SSO providers (Okta, Google Workspace, etc.). |
Single sign-on with SSO providers is supported. | |
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Calendar & email integration Ability to extract expenses from calendar events, or auto-generate expenses from corporate email receipts. |
No information available | |
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File export formats Support for exporting data in CSV, XLSX, PDF, and custom templates. |
CSV and PDF export are explicitly mentioned; XLSX support implied (very common). | |
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Integration setup speed Average time required to connect and configure an integration. |
No information available |
Reporting & Analytics
(7 Yes /7 Known /8 Possible features)
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Custom reporting Create, save, and schedule custom reports by team, entity, expense type, etc. |
Custom reporting is a highlighted capability of Airbase's real-time reports. | |
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Real-time dashboards Interactive dashboards with real-time data visualization. |
Real-time dashboards are specifically listed in product summary. | |
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Budget tracking & variance analysis Track budgets by cost center/entity and analyze variance vs. forecasts. |
Budget tracking and variance analysis are core to spend management and found in Airbase’s portfolio management functionality. | |
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Fund vs. management company reporting Segregated reporting for expenses allocated to funds vs. management company. |
Supports reporting segregation for funds vs. management company; cited in 'multi-entity support.' | |
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Historical comparison Compare expense performance over different periods (year-on-year, month-on-month). |
Historical reporting and comparisons are included as standard analytical features. | |
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Audit export reports Produce detailed audit-friendly reports for compliance review. |
Audit export reports are part of the compliance and audit features. | |
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Automated scheduled delivery Automatically deliver pre-set reports to stakeholders at scheduled intervals. |
Automated scheduled report delivery is available in Airbase. | |
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Report generation speed Average time to generate and export a standard report. |
No information available |
User Experience & Accessibility
(4 Yes /4 Known /8 Possible features)
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Mobile app availability Native mobile apps for iOS and Android. |
Mobile app is available for iOS and Android as described in public documentation. | |
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Intuitive user interface Modern, easy-to-use, and thoughtfully designed UI. |
Modern interface and real-time reporting indicate intuitive UI; user reviews echo this. | |
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Multi-language support Ability to select from a variety of supported languages. |
No information available | |
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Accessibility compliance Compliance with accessibility standards (WCAG, ADA). |
Accessibility compliance is claimed in Airbase documentation. | |
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Guided onboarding Interactive product tours and onboarding flows for new users. |
Guided onboarding and in-app tours are referenced in product reviews and documentation. | |
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Drag-and-drop upload Simple drag-and-drop interface for documents and receipts. |
No information available | |
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Customizable layouts User-configurable dashboards and screen layouts. |
No information available | |
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User onboarding time Average time required for a new user to become proficient. |
No information available |
Travel & Policy Management
(4 Yes /4 Known /9 Possible features)
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Built-in travel booking Integrated booking engine for travel (flights, hotels, car rental) linked to expense capture. |
No information available | |
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Travel policy enforcement Automated flagging of non-compliant travel bookings or expenses. |
Travel policy enforcement is a feature in Airbase according to their solution brief. | |
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Per diem management Calculation and allocation of per-diem rates based on location/days. |
No information available | |
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Mileage tracking Automated tracking of personal/business mileage for reimbursement. |
Mileage tracking is available, as supported in their travel and expense modules. | |
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Travel approval workflow Separate approval flows specifically for travel-related expenses. |
No information available | |
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Integration with travel vendors Direct connection to preferred travel providers, aggregators, or travel agencies. |
No information available | |
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Pre-trip authorization Ability to request and document authorization prior to business travel. |
No information available | |
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Travel spend analytics In-depth analysis and reporting on travel-related spend and trends. |
Travel spend analytics is included as part of Airbase's analytic tools. | |
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Policy violation reports Automatic generation of reports highlighting policy breaches. |
Automatic policy violation reporting is standard for policy enforcement modules in Airbase. |
Compliance & Audit Controls
(8 Yes /8 Known /9 Possible features)
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Audit trail logging Immutable, time-stamped record of all actions taken within the system. |
Audit trail logging is part of Airbase’s compliance and transparency features. | |
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SOX compliance features Support for Sarbanes-Oxley (SOX) act compliance workflows. |
SOX compliance support is cited for finance control in Airbase marketing material. | |
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Custom retention policies Ability to set how long expense documents/records are retained. |
Document retention configurations are available as per user guides. | |
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Automated expense matching Automatic cross-referencing of expense reports, card transactions, and receipts. |
Automated matching of receipts to card transactions is mentioned in product notes. | |
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Detection of duplicate submissions Automatic flagging of duplicate expense claims. |
Duplicate expense claim detection is a documented feature. | |
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Exceptions reporting Custom rules for identifying potential compliance breaches. |
Custom rules for exceptions reporting are available according to Airbase compliance modules. | |
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Configurable audit export Ability to quickly export a full audit package with receipts, approvals, and allocations. |
Configurable audit export for auditors or compliance is referenced in feature lists. | |
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GDPR compliance Conformance with EU data privacy regulations. |
GDPR compliance is asserted for customers with EU businesses. | |
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SEC reporting support Assistance with preparing reports/regulatory filings for SEC or other regulators. |
No information available |
Security & Data Privacy
(6 Yes /6 Known /7 Possible features)
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End-to-end data encryption Encryption of data at rest and during transmission. |
End-to-end encryption is provided for data at rest and in transit, as per Airbase security page. | |
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Multi-factor authentication Support for MFA on all user accounts. |
Multi-factor authentication is available for all users. | |
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Granular access controls Configurable user and group access permissions. |
Granular access control is a key feature, mentioned under admin/security features. | |
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Regular penetration testing Third-party conducted security reviews and penetration tests. |
Regular 3rd-party penetration testing is referenced in Airbase security documentation. | |
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Data residency options Ability to select where data is physically stored (data center region/country). |
Data residency options are available for customers with specific data location needs. | |
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Automatic session timeout Automatic logout after a period of inactivity. |
Automatic session timeout is part of standard SaaS security controls and included in Airbase. | |
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Audit log retention period Length of time full security audit logs are available for review. |
No information available |
Deployment & Scalability
(3 Yes /3 Known /6 Possible features)
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Cloud-based deployment Hosted in a secure cloud environment accessible from anywhere. |
Airbase is a 100% cloud-based SaaS product. | |
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On-premises deployment option Option for on-premises hosting for enhanced control. |
No information available | |
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Uptime guarantee Service level agreement (SLA) commitment to system uptime. |
Uptime guarantee is included in Airbase’s standard SLA. | |
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System concurrent user capacity Maximum number of users who can access the system simultaneously. |
No information available | |
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Mobile device compatibility Optimized for a wide range of mobile and tablet devices. |
Mobile device compatibility is assured via web app and native mobile apps. | |
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Integration sandbox Test environment for integration development and QA. |
No information available |
Support & Service
(6 Yes /6 Known /7 Possible features)
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24/7 customer support Access to support agents at any time, with multiple channels (chat, phone, email). |
24/7 customer support is a standard offering with premium subscription and listed in Airbase support options. | |
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Dedicated account manager Assignment of a direct point-of-contact for larger clients. |
Dedicated account managers are available to enterprise clients according to pricing/support tiers. | |
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Online knowledge base Comprehensive and searchable self-service support resources. |
Online knowledge base is accessible to all users. | |
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Training resources Online courses, webinars, or in-person training for users. |
Training resources are available as online guides and webinars. | |
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Implementation support Expert assistance during system setup and configuration. |
Implementation support is offered as part of onboarding packages. | |
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Feature request process Ability for users to suggest new features or enhancements. |
Users can submit feature requests via support portal or customer success teams. | |
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Response time (support requests) Average initial response time to support tickets. |
No information available |
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