Overview of Airbase’s Spend Management Features
Airbase is a cloud-based spend management platform that centralizes non-payroll expenditures through a combination of automation tools and policy-driven controls. It offers desktop and mobile solutions, aiming to consolidate expense reporting, corporate card management, and accounts payable workflows into one interface.
The platform is structured around three service tiers:
- Standard: Suitable for companies with up to 200 employees, offering core functionalities
- Premium: Designed for businesses with up to 500 employees, with access to more advanced features
- Enterprise: Tailored for larger organizations of up to 5,000 employees, including full access to all modules and custom integrations
Airbase’s service tiers are priced according to company-specific needs and usage requirements. Essential features available across the tiers include:
- Submission and processing of expense reports via web and mobile
- Automated approvals and reimbursements
- Enforcement of spending rules and policies
- Corporate card issuance and controls
- Business travel support
- AP automation, including bill entry and payment workflows
- Guided procurement modules for structured purchasing
Employee Expense Reporting and Policy Enforcement
One of the strongest aspects of Airbase, according to users, is its ease of use in tracking and managing employee expenses. Many companies praised the intuitive user experience, noting that employees quickly adapted to the interface with little to no formal training.
The process of submitting an expense report is streamlined. Users can take photos of receipts, upload them via the mobile app, and allow the system to automatically populate details using OCR technology. Reports then pass through configurable approval workflows, which are customizable based on role, department, or dollar amount thresholds.
Users noted that automated policy enforcement helps prevent out-of-policy spending. Pre-defined rules can trigger alerts, rejections, or escalations, depending on the violation. This not only ensures compliance but also reduces back-and-forth communications between finance and employees.
Positive Feedback on User Experience and Interface
A consistent theme across multiple review platforms is how intuitive users find the Airbase interface. Descriptions such as clean, modern, and easy to navigate come up frequently. A TrustRadius reviewer noted that it took them very little time to get used to the system and begin handling all spend-related tasks independently.
Others emphasized the seamless flow from invoice creation to payment, and from card issuance to reconciliation. Many reviewers highlighted that the UI appears purpose-built, not a patchwork of bolt-on tools. This visual and functional consistency makes it easier for teams to adopt and implement company-wide.
OCR’s performance also received praise. Users stated that the receipt-scanning functionality is quick and accurate in most cases, helping to eliminate manual entry and reduce errors.
Virtual Cards and Corporate Card Controls
Airbase allows companies to issue both physical and virtual cards, each connected to specific departments, users, or spending categories. Virtual cards, in particular, are seen as a flexible option for companies that want to empower employees to make purchases while retaining centralized control.
A major benefit noted by users is the ability to generate virtual cards on-demand for one-time purchases or vendor-specific use. Finance teams can set expiration dates, spending limits, and usage restrictions, which help reduce fraud risk and improve accountability.
The cashback program tied to corporate card use has also been highlighted by customers as a value-added benefit, particularly for companies that route a significant amount of spend through card transactions.
However, not all experiences with the card program are positive. Some customers pointed out a lack of clarity around dispute resolution processes and a general absence of detailed transaction data typically expected from traditional banking platforms. This can complicate investigations into unauthorized or incorrect charges.
Bill Payments and AP Automation Capabilities
Beyond expense reports and card transactions, Airbase aims to handle the full lifecycle of vendor payments. It allows invoices to be uploaded or emailed directly to the system, where they are then routed for coding and approval. Once approved, finance teams can schedule payments and track settlement status from within the same platform.
While many companies appreciated the convenience of having both employee and vendor spend in one tool, a number of reviewers shared concerns about the limitations of Airbase’s accounts payable capabilities. For example, customers who use enterprise resource planning systems like NetSuite or Xero reported difficulties in syncing open invoices, reconciling aging reports, and pulling vendor-specific transaction summaries.
Some users expressed the need for more granular reporting filters, custom data exports, and invoice traceability to assist with period-end close and audit preparation. Without these tools, finance teams often revert to spreadsheets and manual reconciliations to fill the gaps.
Guided Procurement and Purchase Requests
Airbase includes guided procurement workflows aimed at simplifying how teams request, review, and approve purchases before money is spent. The system enables requesters to submit detailed purchase requests, which are then routed to budget owners or department leads for review.
For companies with simple procurement policies or centralized purchasing teams, these workflows can work well. However, for those with decentralized purchasing or highly structured vendor qualification processes, some reviewers noted that the feature set is basic and not suitable for complex purchasing needs.
A few reviewers also mentioned that while Airbase supports purchase order creation, it lacks advanced tools for managing vendor catalogs, competitive bidding, or sourcing projects. As a result, businesses that rely heavily on procurement strategy may need a more sophisticated platform.
Limitations in Reporting and Analytics
One of the most frequent criticisms of Airbase revolves around its reporting capabilities. While the platform provides basic spend summaries, approval logs, and transaction lists, many users found it lacking in deeper analytics.
Some reviewers wanted to break down spend by vendor, department, or cost center with greater ease. Others noted the inability to run real-time reports that aggregate spending trends, approval timelines, or compliance exceptions.
One recurring complaint involved the difficulty of reconciling data between Airbase and the general ledger. Several users mentioned that the system doesn’t provide downloadable monthly statements or account balance summaries, which can be problematic for accounting teams during financial close. There were also requests for a more dynamic dashboard with customizable widgets, KPIs, and exportable charts that could be used in board presentations or internal financial reviews.
Integration Challenges with ERP and Accounting Systems
Airbase advertises support for integrations with common accounting platforms, but actual user experience varies. Some customers reported successful connections to tools like QuickBooks and NetSuite, while others struggled with data mismatches, syncing delays, and missing records.
A few reviews described the general ledger mapping and syncing process as time-consuming and prone to error, especially when dealing with multi-entity configurations or foreign currency transactions.
In certain cases, users resorted to manually uploading CSV files to keep their ERP systems up to date, undermining the efficiency gains that automation should provide. The lack of real-time reconciliation was seen as a major drawback for finance teams aiming to close books faster or produce more accurate reports.
Pre-Funded Card System and Its Implications
A major operational consideration when evaluating Airbase is its pre-funded card system. Unlike traditional credit cards that extend a line of credit, Airbase requires businesses to deposit funds into a dedicated account, from which card transactions are drawn.
For organizations with stable cash reserves, this may not pose a problem. However, companies operating on tight budgets or fluctuating income cycles could face challenges. Several users cited experiences where their accounts ran dry, causing vendor payments to be declined. They also noted that notifications about low balances came too late to act proactively.
Some users mentioned that adding funds could take hours or even a full business day, creating unnecessary delays in time-sensitive purchases or payments. Others emphasized that this model reduces the financial flexibility that many businesses rely on.
Technical Glitches and Platform Reliability
Despite being praised for its modern design, Airbase has been critiqued for occasional technical issues. Common complaints include slow mobile app performance, particularly when uploading documents or accessing the system over mobile data. Users also reported that the app sometimes fails to load actions triggered through email notifications or third-party calendar reminders.
Login reliability, particularly with single sign-on features, has also been problematic for some users. Multiple login attempts were sometimes required, creating friction and lowering user satisfaction, especially for less tech-savvy team members.
In more complex environments, users reported performance lags during bulk uploads or mass invoice entry, which could affect productivity. While these issues may be intermittent, they were frequently enough to be mentioned across multiple review platforms.
The Real Needs of Accounts Payable Teams
As businesses scale, the needs of Accounts Payable (AP) departments evolve beyond basic expense tracking and into more complex territory. AP is not just about issuing payments; it’s about managing vendor relationships, maintaining compliance, optimizing cash flow, and integrating seamlessly with accounting systems. While all-in-one spend platforms offer convenience, they often fall short in addressing the specialized needs of AP teams.
This section explores what truly matters to AP professionals and examines the specific capabilities they expect in a financial operations platform. The goal is to uncover where general tools succeed, where they underperform, and what AP teams prioritize when evaluating a technology partner.
Difference Between Spend Platforms and AP-Focused Solutions
Spend platforms often emerge from the need to control employee expenses and simplify internal approvals. Over time, they add features like virtual cards and basic vendor payments to widen their appeal. However, such tools are often built from the employee’s perspective, not the AP professional’s.
In contrast, AP-focused systems are designed with the payment lifecycle in mind—from invoice intake and coding to approvals, disbursement, reconciliation, and reporting. These platforms usually integrate more tightly with enterprise resource planning systems and place greater emphasis on audit trails, compliance standards, and process automation. This difference in design philosophy can significantly impact how well a system works for organizations with layered accounting processes, internal controls, and reporting requirements.
Why Deep ERP Integration Matters
One of the defining features AP teams seek is seamless and bi-directional ERP integration. It’s not enough to push data into an accounting platform; AP teams need systems that can also pull data, update statuses, and reflect changes in real time.
For example, syncing vendor master records, payment statuses, and approval hierarchies across both systems reduces manual effort and risk. Finance professionals rely on accurate and up-to-date information to close books efficiently and reduce reconciliation headaches.
When systems fail to integrate deeply, AP departments are forced to rely on manual uploads, spreadsheets, or double-entry—each of which increases the potential for errors. Real integration enables dynamic workflows that keep finance teams in control and audit-ready at all times.
Invoice Management: Beyond Basic Intake
While many platforms allow invoice submission via email or upload, AP teams need much more. True automation includes intelligent invoice capture, automatic data extraction, and the ability to flag inconsistencies before approval begins.
For instance, a well-designed invoice workflow will:
- Extract vendor details, line items, tax information, and payment terms
- Automatically match invoices to purchase orders or contracts
- Identify duplicates or exceptions and notify the appropriate team
- Allow multiple stakeholders to collaborate in real time during approvals
These features help finance teams manage high volumes of invoices without increasing headcount. Without them, users often resort to workarounds or manual processes that erode the benefits of digitization.
Approval Workflows Designed for Control and Accountability
In traditional systems, approvals are often based on simple dollar thresholds or static roles. However, sophisticated AP processes require conditional logic, escalation paths, and audit tracking.
For example, an invoice from a preferred vendor may require a different approval route than one from a new or international supplier. Similarly, invoices related to capital expenditures may need to go through department heads, finance, and legal before being approved.
A strong platform allows AP teams to build customizable, rules-based workflows that align with internal policies and provide transparency throughout the approval chain. Approvers should have access to supporting documents, comments, and historical context to make informed decisions quickly and confidently.
Vendor Relationship Management in the Digital Age
Managing vendors is about more than just paying them on time. It includes onboarding new suppliers, maintaining accurate records, monitoring performance, and ensuring payment preferences are respected.
An ideal solution gives AP teams tools to:
- Collect and validate vendor information securely
- Automate W-9 and tax document collection
- Allow vendors to update banking or contact information
- View payment status and history via a self-service portal
By removing communication bottlenecks, AP departments can reduce back-and-forth emails, ensure compliance with tax regulations, and foster better supplier relationships. These features also reduce fraud risk by enforcing stricter controls over who can modify vendor records and payment methods.
Payment Flexibility That Supports Business Strategy
AP professionals care deeply about how, when, and why payments are made. A flexible payment system must accommodate various methods—ACH, wire, checks, virtual cards—and give finance teams control over timing and funding sources.
For example, the ability to schedule payments based on cash flow forecasts or vendor early payment discounts is essential. A platform should allow for partial payments, batch processing, and payment holds triggered by specific approval conditions or contract milestones.
Support for global payments is also increasingly important. Teams should be able to manage currency conversions, comply with international regulations, and avoid excessive fees. A rigid or narrow payment system can limit a company’s operational flexibility and strain vendor relationships.
Real-Time Reporting for Strategic Decision-Making
AP teams rely on data to identify bottlenecks, forecast spending, and improve controls. Static or delayed reporting limits visibility and increases the risk of overspending or fraud.
Key reporting features AP professionals value include:
- Real-time dashboards displaying invoice aging, approval times, and payment statuses
- Spend breakdowns by vendor, category, department, and project
- Audit trails that document every touchpoint on an invoice or payment
- Exception reports for missed SLAs or out-of-policy transactions
Having this information available in a user-friendly format empowers finance leaders to make data-driven decisions, hold stakeholders accountable, and present accurate financial insights to executive teams.
Scalability and Multi-Entity Support
As companies grow, they often acquire new entities, expand globally, or restructure operations. A scalable AP solution must accommodate multiple subsidiaries, currencies, and tax jurisdictions.
Key requirements include:
- Role-based access controls across entities
- Segregated books and audit logs for each business unit
- Intercompany accounting support
- Consolidated reporting across all branches
Without these features, finance teams may be forced to manage different systems or duplicate processes across entities, increasing complexity and cost. Platforms designed primarily for small businesses often fall short in this area, limiting their usefulness for scaling companies or those with complex legal structures.
Implementation, Support, and Ongoing Training
Even the best software fails if implementation is flawed or support is lacking. AP teams need a partner that not only provides strong onboarding but also delivers timely and knowledgeable support.
Key elements of successful implementation include:
- Dedicated onboarding specialists familiar with AP workflows
- Clear documentation and migration support from legacy systems
- Hands-on training for end users and approvers
- Configuration assistance to set up custom workflows and integrations
Once the system is live, continued success depends on fast response times, a robust knowledge base, and access to subject matter experts who understand the nuances of accounts payable. Poor support often results in reduced adoption and ineffective processes.
Security, Compliance, and Audit Readiness
Finance teams handle sensitive data—from vendor bank accounts to tax IDs—and are subject to both internal audits and external compliance standards. Any AP platform must therefore adhere to strict security protocols and compliance certifications.
This includes:
- Role-based access and two-factor authentication
- Audit logs of every action taken within the system
- SOC 2 Type II, ISO 27001, and GDPR compliance
- Secure document storage and encryption at rest and in transit
Audit-readiness is another major concern. During financial reviews, AP teams must quickly produce documentation, approval history, and payment proof. A platform that centralizes this data and makes it easily retrievable significantly reduces audit preparation time and ensures compliance.
Mobility and Ease of Use for Distributed Teams
In today’s hybrid and remote work environments, mobile access is not optional. Finance teams and approvers need to be able to review, comment on, and approve invoices from anywhere.
An ideal AP solution provides a mobile app with:
- Secure login and authentication
- Access to invoices, comments, and supporting documents
- Push notifications for new approvals or flagged exceptions
- Full audit trails and approval history
Ease of use is just as important. Finance professionals are busy, and a steep learning curve can delay implementation and adoption. The interface should be clean, logical, and aligned with AP workflows, allowing users to complete tasks with minimal training.
What Finance Leaders Say About Specialized Solutions
Customer reviews of AP-focused platforms often highlight significant improvements in efficiency, accuracy, and control. Teams report faster invoice cycles, fewer errors, and better compliance with company policies.
Real-world users frequently mention that centralized invoice visibility, customizable workflows, and real-time reporting allow them to manage growing volumes without expanding headcount. They also note the confidence that comes from having a clear, documented process for every invoice and payment. Moreover, finance leaders find it easier to forecast cash needs, analyze vendor performance, and make strategic decisions when data is centralized and easy to access.
Navigating the Platform Decision Process
Selecting the right financial operations platform is a strategic decision with long-term implications. For Accounts Payable teams, the ideal tool isn’t just about managing payments; it’s about achieving operational efficiency, compliance, and alignment with broader financial goals.
With options ranging from generalized spend platforms to deeply specialized AP solutions, how can finance teams decide what’s best for their specific needs? This article will walk through the key decision-making factors and insights gathered from real-world deployments to help organizations make confident, informed choices.
Identifying Your Core Priorities
Before comparing tools, finance leaders must define what matters most to their operations. These priorities often vary depending on company size, industry, growth trajectory, and current pain points.
Some organizations prioritize fast deployment and ease of use, while others require deep ERP integration and support for multiple entities. Consider the following questions when assessing your requirements:
- Is your current pain point expense tracking, vendor payments, or reporting gaps?
- Do you operate in multiple countries or require support for different currencies?
- Are you seeking better control over cash flow and invoice cycles?
- How many manual tasks could be automated today?
- Do your auditors request documentation that’s difficult to pull?
Answers to these questions should guide your platform shortlist and highlight which capabilities are non-negotiable.
Comparing Total Cost of Ownership
Price is an important factor, but the initial quote only tells part of the story. The total cost of ownership includes implementation time, training requirements, ongoing support, and any resources needed for customization.
Some platforms charge flat fees based on user count, while others base pricing on invoice volume, card transactions, or feature tiers. Hidden costs can emerge when businesses realize certain features—like advanced reporting or purchase order management—require upgrades.
Equally critical is the cost of inefficiency. A lower-priced platform that requires more manual work or causes integration headaches can ultimately cost more in lost time, errors, and opportunity costs.
Deployment Experiences: Lessons from Real Users
Insights from teams who’ve already implemented these platforms can be invaluable. Review platforms, case studies, and finance community forums reveal common patterns and lessons that can save you time and stress.
For instance, some teams have reported that initial onboarding timelines were longer than expected due to integration complexities with legacy ERPs. Others mention that implementation support varies widely between providers—some offer guided setup and dedicated specialists, while others rely on self-service portals and limited documentation.
It’s also worth noting how adaptable a platform is post-launch. Businesses grow, processes evolve, and teams reorganize. A system that can scale with you—both technically and from a support perspective—will offer longer-term value.
Use Case 1: Scaling Mid-Sized Business With Rapid Vendor Growth
A mid-sized SaaS company experiencing rapid expansion chose to move from manual invoice processing to a cloud-based financial operations platform. Their goals included faster invoice approvals, better vendor visibility, and stronger compliance.
Upon deployment, they found that employee expense features worked smoothly, but struggled with delayed synchronization between the platform and their accounting system. This forced the finance team to run dual systems during month-end close and delayed reconciliation.
While spend tracking was significantly improved, vendor onboarding and purchase order visibility were limited, leading them to seek supplementary tools or consider platform migration.
Use Case 2: International Business with Complex Approval Structures
A global e-commerce business needed a platform that could handle international payments, different tax rules, and dynamic approval flows across departments.
During implementation, the team quickly realized the importance of conditional logic within approval workflows. Invoices from new vendors needed legal review; those over a certain threshold required CFO signoff; and international vendor payments required treasury department clearance.
The platform’s inability to support multi-layered, role-specific approvals across countries resulted in inefficient workarounds and increased compliance risk. While the system managed employee expenses well, it was not fully optimized for their complex AP structure.
Use Case 3: Manufacturing Firm with Heavy Procurement Needs
A manufacturing company relied on precise vendor scheduling, materials purchase tracking, and recurring invoice payments. After rolling out a general spend platform, the AP team found that it lacked strong support for recurring billing, invoice matching, and inventory-linked approvals.
They encountered difficulties in tracking early payment discounts, aligning invoices with goods receipt documentation, and creating audit-ready purchase order histories. Ultimately, they determined the platform was better suited to tech startups or services companies than asset-heavy operations.
Key Evaluation Criteria for Choosing an AP Platform
Whether you are evaluating solutions for the first time or considering a switch, these key criteria can ensure you make a well-rounded decision:
Process Automation Capabilities
Look for a platform that automates data capture, coding, routing, and payment processes. It should reduce touchpoints, eliminate redundancies, and provide alerts for anomalies. Invoice processing time and approval cycles should improve without adding complexity.
Flexibility of Approval Workflows
Can the system support variable routing rules, escalation policies, and parallel approvals? Look for tools that allow conditional workflows based on vendor type, invoice size, department, or GL code.
Vendor Onboarding and Collaboration
Choose a platform that facilitates secure, self-service vendor onboarding with document collection and bank verification. Ideally, vendors can also track payment status and send inquiries through a centralized portal.
Real-Time Visibility and Spend Control
Access to real-time dashboards showing invoice aging, budget consumption, and payment status helps finance leaders stay proactive. Alerts and analytics should highlight unusual patterns and compliance issues without requiring manual checks.
Ease of Integration with Existing Systems
Make sure the solution supports real-time or near-real-time integration with your ERP or accounting platform. Native connectors for systems like NetSuite, Sage Intacct, or QuickBooks streamline data flows and reduce reconciliation effort.
Audit Readiness and Documentation
The ability to pull historical invoices, approval logs, and communications instantly is crucial for internal audits and compliance. Seek platforms that automatically store every action taken on an invoice or payment.
Support Model and Customer Success
Evaluate the responsiveness and expertise of the vendor’s support team. Ask about SLAs, ticket resolution times, and whether you’ll have a dedicated success manager. Read reviews that mention post-deployment support experiences.
Adaptability to Organizational Change
Your team, processes, and business model will evolve. Can the platform keep up? Consider whether new business units, currencies, or tax rules can be supported without starting over from scratch.
Long-Term Impact on Finance Teams
A well-chosen AP solution doesn’t just make life easier for finance—it impacts the whole organization. Faster payments mean better vendor relationships. Accurate reporting helps management make smarter decisions. Automating approvals frees up teams for higher-value work like planning and analysis.
Some finance leaders report a reduction in invoice processing time by more than 50 percent. Others say closing the books is now faster by days. In high-growth companies, scaling the AP function without increasing headcount is often made possible only through automation.
Moreover, organizations with tighter control over spend are better positioned to weather economic uncertainty. Visibility into liabilities, payment forecasts, and departmental budgets helps companies stay nimble and aligned with strategic goals.
Avoiding Common Pitfalls in Platform Selection
When evaluating financial operations tools, it’s easy to be swayed by flashy dashboards or extensive feature lists. However, real-world usage often reveals pain points that weren’t apparent during demos.
Some common mistakes to avoid include:
- Prioritizing employee experience over AP functionality
- Underestimating the importance of ERP integration
- Overlooking international payment requirements
- Choosing based solely on price without considering long-term ROI
- Ignoring customer support and onboarding capabilities
It’s also important to include your AP team in the evaluation process. They are best positioned to identify workflow gaps, usability challenges, and integration hurdles that might otherwise go unnoticed.
Building a Case for Investment
To secure a budget for a financial operations platform, finance leaders need to build a compelling business case. This includes estimating time savings, reduction in late payments, improved compliance, and better cash flow visibility.
For example, reducing invoice processing from five days to one can free up dozens of hours per month. Identifying early payment discount opportunities or avoiding duplicate payments can result in measurable financial returns. And during audits, having instant access to supporting documentation can save countless hours of prep work. Quantifying these benefits in terms of dollars saved, risk reduced, or hours freed up helps make a strong argument for investment.
Conclusion
As we’ve explored across this series, selecting the right platform for spend and Accounts Payable management is about far more than software features—it’s a strategic decision that impacts the efficiency, compliance, and financial agility of your organization.
We examined how platforms like Airbase are perceived by real users. We saw clear advantages in areas such as expense tracking, virtual card management, and user-friendly design. However, limitations surfaced in areas that matter most to AP professionals, including reporting depth, ERP integration, and the inflexibility of pre-funded card models.
Expanded on the real needs of AP departments, emphasizing how deeply integrated workflows, smart invoice automation, advanced reporting, and robust approval mechanisms can define success. We also highlighted the gap between platforms built for general spend and those purposefully designed for the AP function.
We looked at the critical factors finance teams must consider when choosing a solution—ranging from deployment experience and vendor support to scalability and total cost of ownership. Real-world use cases underscored how one-size-fits-all platforms may fail to accommodate companies with complex procurement needs, global operations, or rigorous audit standards.
The takeaway is clear: while broad expense management tools offer surface-level convenience, organizations with serious AP operations need solutions that are designed with finance teams in mind. From real-time visibility to configurable workflows, from audit readiness to cash flow control, the right platform empowers your finance team to move from manual processing to strategic financial management.
Ultimately, choosing a platform isn’t just about today’s needs—it’s about setting your organization up for future growth, agility, and operational excellence. Equip your AP team with the tools they need to lead with confidence, minimize risk, and contribute directly to the company’s financial success.
