Empowering teams & staying on budget with Levin + Riegner

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 full visibility into spending while doing away with manual expense reports and receipt chasing.

You can also assign different roles with dedicated permissions and add users to designated teams to streamline expense management. Teamwork makes the dream work. 💪

Get to know your roles

📍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. 

Here’s a look at the different role types:

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, can register a credit card account, and can access all registered credit card accounts in the org. 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 can register a credit card account and access all registered credit card accounts in the org. They might be an operations manager or a department head.

A Card Manager is an individual with a company card or an employee who needs access to other cards in the org. They can register a credit card account and be granted edit access to other registered credit card accounts at the discretion of the Owner.

A Bookkeeper is an individual who gets view-only access to credit 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 credit card 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 virtual cards and budgets.

A Guest is an individual who has limited functionality and visibility within your organization. They are likely a freelancer, intern, or contract employee for your company.

Check out the full roles and permissions table for more details.

Other roles for spend management

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 Reimbursement Approver is an optional role that oversees reimbursable expenses. If the Owner or Admin activates the reimbursements 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.

📍Assign this role from the Business Rules tab on the Organization Settings page.

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.

📍Assign this role from the Business Rules tab on the Organization Settings page.

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Organize your teams

In addition to assigning user roles, you can also build Teams for your organization in the Organization Settings. Just name the team and add members. A user's team assignment will appear in their user profile and on the Org Members list.

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FAQs

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 (whether with a virtual card or as a reimbursement), you should invite them as a Guest of your organization. A Guest can view their own virtual cards and transactions, attach receipts, and submit reimbursable expenses. They cannot register a credit card account, request virtual cards or budgets, use a budget, or view org information, like members or settings.