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The Basics

Aio* is a fundamentally new way to manage company expenses. We provide individual payment cards for all your employees. No need to wait for a manager to borrow a card, or worry about the risk of sharing cards. With upfront budget control, instant fund
transfer staff can spend for business without the company losing control of spend. Aio* simplifies workflows, eliminates expense reports & reimbursement processes and simplifies bookkeeping.

Aio* is perfect for any business struggling to manage decentralised spending. If your business currently has to share credit cards, waste time hunting for lost receipts receipts, complete lengthy expense reports and waiting reimbursements aio* can help.
As well as offering great operational improvements, aio* can help make your money work harder for you. With real time insight into all spend across your organisation financial managers can understand true ROI of spend , identify opportunities
for group savings and make better forecasts based on previous project spend.

After you sign up you will be able to invite your team to join. In order to issue you cards we need to verify your business to meet with compliance for Anti Money Laundering regulations. With the information provided at registration this should be processed
within 3 working days. Once verified you will be able to load money to your aio* expense account. You can do this either in the app or via an electronic transfer from your bank. All the cards have a balance of £0. The admin can allocate funds
directly on to a users card or approve requests from people for funds. You can also set up different budgets and delegate approval authority for these. For example if you run multiple projects you can create and allocate funds which can be
managed by the project lead, or if you have budgets for teams e.g. sales, or activities e.g. training – you can allocate funds to these budgets to help you with your cashflow forecasting and budget plans. Funds are instantly transferred to
peoples card accounts and they can then spend securely anywhere MasterCard is accepted, online and instore. As they spend the transactions will be automatically updated in the app spend statement and people can tag spend to projects and categories
to support accurate VAT reclaim & also attach receipts. Any unspent funds, “change”, on a users card can be returned to the company account with a simple click by the user, or recalled by the admin. There is no need to submit expense reports
as all spend information is available in real time. Admins and managers can view individual spend and export reports ready for submission to accountants, book keepers or accounting platforms e.g. Xero.

Aio* cards are prepaid business MasterCards issued to individuals by their company, for making business expenses. They are accepted by more than 30 million merchants worldwide. You can use them in the same way you would any chip and pin credit or debit
card. Aio* cards are linked to the smart management portal. We capture all your spend in real time, so all you need to do is tag the transaction and add a photo of the receipt as you go.

aio* prepaid MasterCards are a payment card that is loaded with money by your business. A prepaid card looks just like any normal credit or debit card, with a card number, signature strip and chip & PIN. Unlike credit cards, which provide you with
a line of credit, only money that is loaded to your account card can be spent. Funds are loaded to your card account by your business. The business can add funds to the main company expense account by automatic transfers from an existing debit
or credit card or through a bank transfer.

Registering for aio*

You can register your company to use aio* by signing up through our online application form. This will only take 2 minutes. There is some information you may want to check before you start the application for example Directors residential addresses &
date of births In order to issue you cards we need to verify your business, this takes between 2-3 working days. However, whilst the application is being reviewed you can still login and invite your team to complete their profile. When team
members complete their profile we’ll be able to send them their individual business MasterCard.

Once you register, in order to issue you cards we need to verify your business, this takes between 2-3 working days. However, whilst the application is being reviewed you can still login and invite your team to complete their profile. You’ll receive an
email notification when your business has been successfully verified. We’ll send your team cards and confirm details about how to top up your expense account.

Once you’ve registered, login and go to the ‘Users’ tab and select invite users. You can invite a user by email. They will receive an invitation email with a unique login ID. In order to use the system they will need to provide some profile information
(DOB, home address etc). and then a user account will be created for them. Once all details are confirmed we are able to issue them a card. You can keep track of who you have invited & the status of their account in the ‘User’ section.

Once company registration is confirmed you will have a “company float” this is the pot of money from which you can distribute funds to employee cards. You can top up your company float with a normal transfer from your bank. You need to have funds in your
company expense account before you can top up a users card & make purchases on your aio* cards.

Getting started with aio*

A Business prepaid card is a payment card that is loaded by your company. It looks and can be used like a normal credit or debit card but it doesn’t provide you with a line of credit. Aio* Prepaid Business MasterCards combine the security of bank and
MasterCard. Unlike credit cards aio* Prepaid Business MasterCards do not require a credit check or impact the owners personal credit. It lets businesses manage their employee spending without compromising security, simplicity or affordability.

Once you complete your user profile with a verified company account we will send you your card by 1st class mail. It should arrive within 2-3 working days. You’ll receive an email to let you know it’s on its way.

You should activate your card as soon as you receive it. Sign the back of the card and call the automated card services line on 02034755351, press option 1, then option 1 again. Follow the instructions to activate your card (you will need to enter your
16 digit card number and use your 6 digit date of birth as your passcode DDMMYY)

To confirm your 4 digit PIN number call card services on 02034755351, press option 2 then option 4. Enter your 16 digit card number and your passcode (6 digit date of birth DDMMYY). This is the PIN to use when making chip & PIN purchases on your card
for business expenses

aio* Prepaid Business MasterCards can be used at over 35 million locations worldwide wherever MasterCard is accepted. You can make purchases in store and online. However, you cannot set up a direct debit from your prepaid card. Depending

You can get the app on android & ios. If you’re not using your phone, you can also access your account online at app.getaio.co.uk

You can access your aio* online at app.getaio.co.uk

Managing your expenses with aio*

Aio* is a new way of managing your business expenses. We integrate business Prepaid MasterCards with a smart management app to make hunting for lost receipts, submitting expense reports & waiting for reimbursements a thing of the past. Your
company registers with aio*, team members complete their profile and we send them a business card. Managers can allocate funds directly to a user card, or team members can request budget for activities. Once a budget is approved funds are
instantly transferred & cards can be used online or instore – wherever MasterCard is accepted. We capture transactions in real time. These are then available in the app and you can attach a picture of the receipt, tag projects & spend
categories. That’s it. No more manual data entry or submitting expense reports. You can return any unspent funds directly to the company account & the company finance team will automatically have access to spend information for reporting.

To make a request for funds, open the ‘requests’ tab & select “new request”. Enter the amount of money you need & the short reason for the request. You can also add a longer note if you wish. Chose a budget from the drop down list. Budgets
are set by your company and this will determine which manager reviews your request. For example, if your company has set budgets for different clients and you are working with Client X & need to buy something for the project you would
select the budget “client x”

When a request is reviewed (and approved or declined) you will receive a notification in your app. If a request is approved, the funds will be automatically transferred to your card account and you should see the relevant increase to your card
balance.

Make purchases online or in store in the same way you would with your chip & PIN credit or debit card. Your aio* Prepaid Business MasterCards can be used at over 35 million locations worldwide wherever MasterCard is accepted.

When you make a purchase with your aio* business card we automatically detect the transaction from your bank. Charges will appear in the “Spend” tab of your app. Click on a transaction to open up the detailed page. Add a receipt by either taking a photo
or attaching a file.

When you make a purchase with your aio* business card we automatically detect the transaction from your bank. Charges will appear in the “Spend” tab of your app. Click on a transaction to open up the detailed page. Tag the spend to a request.
Multiple transactions can be tagged to one receipt. For example if you had £500 approved to go to a conference you might: buy the conference ticket online, pay for a train ticket in advance and then buy yourself lunch & a coffee whilst
attending the day. For each of these transactions you would tag the “conference request”. You can see how much you’ve spent for a particular activity by opening an ‘approved request’ in the requests tab and looking at ‘actual spend’. Tagging
spend to requests helps you and your team keep track of how much you actually spend for an activity. If you’ve run out of money – you can flag it and request additional budget. If you spend under budget (well done!) you can easily ‘return
the change’ by clicking “return unspent funds” in the approved requests. The balance of the request (i.e. total – tagged spend) will be returned to the budget holders account.

In an open transaction detail page you can tag the transaction to a category for example; you might tag a coffee to “meals > subsistence” & your train ticket to “travel > train”. Tagging spend with a category helps your company book
keeper and accountant keep track of what VAT they can claim back on expense purchases which helps your company save money.

In approved requests you can see how much you’ve spent (tagged transactions) by looking at ‘actual spend’. Tagging spend to requests helps you and your team keep track of how much you actually spend for an activity. If you spend under budget (well done!)
you can easily ‘return the change’ by clicking “return unspent funds” in the approved requests. The balance of the request (i.e. total – tagged spend) will be returned to the budget holders account.

Managing budgets with aio*

When you register your company with aio* you will automatically have access to your company master budget. This is a pot of money from which managers can distribute funds to employee cards. Once the company float is topped up funds can be transferred
to team members directly, or by approving requests made by the team. Depending on the complexity of your organisation and budget management you may wish to create more than one budget to manage your expenses from. For example, you might create
a separate budget for training, budgets for different client projects or budgets for different teams e.g. design vs. sales. Once you set up these different budgets you can allocate them funds. Funds can be allocated from the ‘Company Master’
budget. You can also assign different users to be managers of a budget. This means they will be able to review & approve requests made to that budget. If you close a budget any balance will be transferred back to the company float. The
budget will be deactivated, though available to view and you will still be able to see the historic transactions associated to the budget.

The “company Master” budget is a pot of money from which you can distribute funds to employee cards. Once you have topped up the float you will be able to transfer funds to team members directly, or approve transfer of funds for requests that they make
This represents your main aio* expense account. When you transfer funds from your bank account they will appear here. You can either use this one budget to manage all

On the home screen select “New Project or Budget”. Enter the budget name and any additional information. If you set a budget to “Private” only those users with designated access will be able to request funds from this budget. Select a manager for the
budget, this can be you – or if you set another user to manage the budget they will receive a notification and be also able to access the sub pot to manage it when they next log in. If you set the budget to ‘private’ and want specific users
to make requests to the budget, for example if it’s just for one internal team – select the users that you would like to have access from the user drop down. Save the new budget.

Open a budget and select the “top up budget” button – set the amount you wish to transfer & confirm. This will transfer funds from the company master budget. There needs to be sufficient funds available in the master budget to make the transfer.

Open the ‘stats’ page of the company Master Budget, select the date range you wish to report on and click the create report button. You will be emailed a link for a CSV file of the spend transactions & associated receipts. See our bookkeeper guides
for best practices when exporting directly to accounting packages like Xero & Quickbooks or Free Agent

Sometimes you may want someone else to manage approvals. For example, a team lead or other manager. Also, if you are on holiday you will want someone to be able to manage budget approvals whilst you are away you. You can set multiple users as
managers for the company float or sub pots. They will be able to allocate funds and review requests in the pot. If you delete users from managing a pot they will no longer have access to the pot. To set a user as a manager of a budget, open
the budget from the home screen, select the ‘manage’ tab & select which individuals should have manager rights for this budget. They will receive a notification email and the next time they log in will have access to manage the budget.

Open the budget you wish to manage and select the ‘manage’ tab. From here, you can rename budgets and also set user & access settings. Pots can be set to both public and private. Anyone in your company can be allocated money or make request
from a ‘public pot’. However, if a pot is set to ‘private’ only users who are listed will be able to make requests or receive funds from the pot. If you set a pot to ‘private’ make sure that any users you wish to be able to request funds from
it have been confirmed. You can set multiple managers for budget pots – this helps if you are busy, on holiday or want to delegate approval authority.

If you delete a sub pot it’s status will be set to deactivated. Any pending budget requests and any positive balance will be transferred to the master float. You will still be able to see the budget history by accessing the pot through the “deactivated
pots” list on your company overview dashboard page.

Managing users

Once you’ve registered, login and go to the ‘Users’ tab and select invite users. You can invite a user by email. They will receive an invitation email with a unique login ID. In order to use the system they will need to provide some profile information
(DOB, home address etc). and then a user account will be created for them. Once all details are confirmed we are able to issue them a card. You can keep track of who you have invited & the status of their account in the ‘User’ section.

In the user list if you can’t open a user profile & there is a symbol of a double arrow it is because they have not yet completed their profile. You may want to drop them a reminder to sign up! Until they complete their profile, we cannot send them
their card. As soon their profile is complete and a card sent you’ll be able to open their account to track spend or assign funds.

As team members spend the transactions are detected and show up in their app. They are able to attach recipts and tag the spend to category and request. You can keep track of individual spend by opening their profile account in the ‘User’ section.

If for some reason you wish to cancel a card and delete a user account let us know. You can also, clear any balance from a user card by opening their profile (in the user section), going to the “manage” tab and selecting “recall all funds”. This will
return any balance from the users card to the company float account.

You can clear any balance from a user card by opening their profile (in the user section), going to the “manage” tab and selecting “recall all funds”. This will return any balance from the users card to the company float account.

Reporting

Troubleshooting

If you registered your profile & received an email confirming your card was dispatched but after 7 days you have still not received it, please let us know! Send us an email or raise a support ticket in the ‘help’ section of the app. We’ll issue a
new one to you as soon as possible.

You should also flag the card lost or stolen in the app using the ‘help’ section to submit a support request. If you think you have lost your card or it has been stolen, you can call card services 24/7 on +44234755351. Outstanding balance will be held
on your account and transferred to a new card when we send you a replacement. Your administrator can recall all the funds on a card from your admin account – see “how can I recall funds from a user card?”. You can also return the balance on
your card by opening previously approved requests & selecting ‘return unspent funds’

We’re sorry you’ve had a problem whilst using your aio* card. If your card isn’t working or declined when you tried to complete a transaction there are a number of reasons why they could have happened: Card not yet activated: Your card needs to be activated
before it can be used. For instructions on how to activate your card, please see Activating your aio* card. Once your card has been activated you’ll immediately be able to start using it Not enough funds: if the transaction total exceeds the
account balance at the time of transaction, the purchase will be declined. You should make a request to your expense manager for additional funds Incorrect PIN: If your PIN is incorrect you can check it by calling the automated card service
helpline To confirm your 4 digit PIN number call card services on 02034755351, press option 2 then option Enter your 16 digit card number and your passcode (6 digit date of birth DDMMYY). Not one of these? Raise a support ticket in the app
or give us a call

Feel free to drop us an email, give us a call or submit a support ticket in the app at any time if there is something we haven’t covered here.