Guide to the Teampay Navigation (Admin)

Administrators Guide to the Web App

Welcome to Teampay! This is a detailed guide to walk you through the different parts of the Teampay web app, and what you can do in all these areas.

Requests

The first stop is the requests page. Here, you’ll find all purchase requests that you’ve made, and as an Admin, all requests for the entire organization.

Requests Page

In the Admin and Approver views, Requests are split into different tabs, making it easy to action, monitor, and manage both your Team and your own Sent requests.

• Pending Approval
  All pending requests are at the top, for easy access. Use the filters to toggle between requests pending your approval, vs. approval from someone else.
  
  
  
• Request History
  All past requests appear here. Use the filters to find requests made by specific requestors, of a certain status, or by payment type.
  
  
• Sent Requests
  Here, you’ll find requests that you have made
  
  

Making a Request

Hit  in the top right hand corner, then enter the details of your request into the page when prompted.

Actioning Requests

If you are an approver, you will see requests awaiting your action appear under the pending approval header.

You can approve or reject a request directly from this view. Click the arrow to the right to view more details on the request (see below payment view section).

If the approver recategorize setting is enabled, you will be able to edit the fields (category, department, etc) prior to approval.

Once you approve or reject a request, the requestor receives a notification. If the request was approved, they receive a card number to use for their purchase.

Payment View and Management

To view the payment method associated with a request or the details, simply click on it. Hover over the card to show the full card number and details.

As an Admin, you can manage the card in a multitude of ways:

• Adjust Funds
  Add, or lower the amount of money available on a card
  
  
  
• Actions
  Reassign the requestor: Give this card to a new user, or cancel the card.

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Transactions

Once a virtual card is ‘swiped’, aka used at a vendor, a corresponding Transaction immediately appears.

Transactions can have two states:

• Pending: Notated by a gray clock next to the amount, these transactions have not cleared yet (this takes 3-5 business days depending on the vendor).
• Cleared: These transactions have cleared, and if you’re syncing into an accounting system, only these transactions are sent over.

As an Admin, the Transactions tab contains all transactions that have occurred against cards for the entire organization.

You can search for transactions by name, sort through by clicking on the headers, and also filter by various dimensions.

Transaction Editing

You can make edits to various fields by clicking on the  icon that appears next to the fields. Keep in mind, some fields such as Amount, will not be editable.

Receipts

Receipts are attached by clicking on the receipt icon. The different colors indicate different Receipt statuses:

• Gray: No receipt attached yet
• Blue: Receipt attached
• Orange: Viewed by a team member

Clicking the icon brings up the transaction reconciliation page. Any mandatory categorization fields (ex: category, department, custom dimension) are available to edit, and you can click or drag a receipt file into the box.

Hint: only upload image files!

Transaction Export

You can also export transactions as a CSV file, or print them out by clicking:

Vendors

 

The vendors page is a view of your spending, broken down by vendor. Some insights to gain from this include:

• What recurring services you’re being billed for
• Month-over-month spending trends
• Transaction frequency
• And much more!

You can filter by vendor and category using the dropdown at the top, or by frequency (recurring or one-off) using the tabs in the top left corner.

Clicking on or  yields a list of all the transactions for that particular vendor.

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Teams

In Teams, you’ll be able to manage your purchase request routing and keep an eye on organizational spending.

Here’s what you can do in each section:

• Rules: Create and manage dynamic, multi-step approval routing policies by building rules based on a multitude of parameters, such as amount, recurrence, GL account, etc.

• Don’t have this and want to implement complex routing? Talk to your CSM for more information.

• Groups: Configure approval groups (way by which we route purchase requests to approvers)
• Spend Summary: View spend by individuals and groups.

Rules

The new rules engine allows you to easily build, test, and manage multi-step complex approval workflows for your organization.

Creating a Rule

The first step of creating a rule is setting it’s parameters and criteria. Tell us what conditions you want the request to meet, in order for this rule to apply.

Next, add an action. What do you want to happen when these conditions are met? You can assign an approver, automatically approve or reject the request, or alert someone.

Next up, test and sequence. Fill in a mock purchase request and we'll send it off to ensure it goes exactly where it needs to.

The route appears for you to validate.

If you're happy with the rule and want to send it off now, you can do so. If you want to save it for later, that's cool too- good job on being proactive!

You don't have to be in the middle of creating a new rule to test one. Click the test button on the Rules landing page to test a purchase request. And don't worry- this is just a test, and you won't be creating a real request.

Editing and Managing Rules

To manage an existing rule, navigate to its detailed view by it by searching for it via the search bar or filters, then clicking on it.

In the detail view, you can:

• Toggle the rule on or off
• Edit the rule
• Test a request’s route
• View edit history for the rule
• View purchase requests which this rule has applied to

Creating a multi-step policy

If you want to create a multi-step approval routing policy (ex: requests > $5000 go to manager 1st, department head 2nd, then finance 3rd), you’ll create three rules and have them activated simultaneously.

Groups

Approval groups bring together a group of employees and assigns a team member that can either approve or deny the request. Requests made by members of this approval group will be routed to this approver.

To create a new group, hit the Create Group button. Name your group, and select the Approver you want.

To assign users, select them via the checkboxes, and hit Assign to Group.

Other Roles

To grant Admin or Accounting access to a user within your Group, please reach out to [e-mail]. Access to roles on the UI is coming soon!

Inviting External Users

Want to grant access to someone not on your team? Hit Invite User to send them an invitation.

Spend Summary

The Spend Summary enables you to filter your data by individual, or groups of people. Get visibility into who your top spenders are, and what they’re spending on, instantaneously.

Clicking on the arrow next to a category will show you the transactions and amounts associated.

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Teampaygo

Teampaygo cards are physical cards that can be used as a regular debit card in the world. As an Admin, you can adjust the funds on the card, or they can be requested by the requestor via an update request.

If you are a non-SVB customer and have Teampaygo cards as part of your Teampay plan, you’ll see the tab appear on the web app.

Ordering Cards

Only Admins can order Teampaygo cards. Click order new card to get started.

There are two types of Teampaygo cards, recurring and reloadable. Select which card type best suits your users’ needs.

• Recurring cards give users a set amount of money for a given time period, and will refresh (ex. $500 monthly)
• Reloadable cards don’t have a time constraint. They can be used until the amount runs out, or more funds are added

• Note: Amounts on both card types can be adjusted, but the type of card and recurrence are not editable once selected.

Cards will be assigned to a user for categorization purposes, but the cardholder name can be anything you want.

Funds are managed the same way as virtual cards are; see above section on adjusting funds for more information.

Cards can take up to 12 business days for delivery; if you require expedited shipping, please contact [e-mail] immediately before or after making the order.

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Settings

To access the settings page, hit your avatar in the top right-hand corner of the page. This will bring up a menu, where you can access the following:

Bank Accounts

Clicking view details gives you a detailed breakdown of your available funds (money in the Teampay holding account that’s free to place on cards), as well as how your cards are currently broken down.

Note: This view is for debit + checking account customers only.

The Nightly Transfer shows you how much we will pull from your connected bank account, and how we calculate that number.

This is also where you can adjust the buffer (which is the minimum available balance).

Note:

• This view is for debit + checking account customers only.
• Checking accounts are subject to a standard 2-day ACH hold, meaning funds will be cleared and available to use 2 full business days after they’ve been requested from your bank.

Connected Accounts

In connected accounts, view all accounts Teampay currently links to. You can view their available balance, card owner, and funding source. You can edit funding sources and add new ones.

For SVB customers that want to add plastic cards to the feed, contact [e-mail] for assistance.

Transaction Analysis

Selecting Analyze allows all transactions against that bank account to appear in Teampay, allowing you to categorize them.

Swapping Funding Source (non-SVB)

A green dot indicates a current funding source, while a gray dot indicates a source that isn’t currently being used. You can select between the sources by clicking on the dot. If you switch to a different source, you will be prompted to enter the details of the account or card again.

Adding a New Funding Source (non-SVB)

To add a new funding source, click the Add New Account button. Teampay uses Plaid to connect to your bank account-- read the privacy policy, then select continue.

You can now select or search for a bank from the list of vendors. Select yours, and follow the instructions to continue.

Organization & Accounting Settings

The organization and accounting settings are tailored to your Teampay set up. Here, you can:

• Set up your accounting integration
• Manage which fields (categories, departments, classes) should appear, and whether they’re mandatory
• Manage your chart of accounts: select and edit which accounts you want to appear
• Enable supporting documentation
• Enable receipt capture, and specify at what $ amount
  

Accounting Software Integration

We have direct integration to the following accounting softwares:

• QuickBooks
• Xero
• Netsuite
• Intacct

Click on the integration you’d like to start up, and follow the customized instructions. Integration documentation specific to your accounting software is provided by your CSM during onboarding.

Out of the box, Teampay syncs cleared transactions over automatically. If you want to manually select which transactions to sync please reach out to [e-mail] for assistance.

Billing

Your current plan will be displayed here. If you have any questions or would like to upgrade, select the contact sales button.