Within each application, application information, history, and settings are grouped into tabs for ease of visibility and control:
Viewing and Editing rights
The tabs can be accessed based on your user role and responsibilities for that application:
If you are the Admins, Application Owner or Team managers of the application, you have editing rights within the whole interface.
If you are a Finance user, apart from the viewing rights to the interface, you also have editing rights in the Xero/QuickBooks settings and Accounting tab. You do not have access to the card details unless you are also the owner or Team manager of the application.
If you are a User with no additional responsibility for the application, you will only see the application details in Overview.
A closer look at the tabs
Overview
This is where you and your team can find the summary of the application. It is divided into two sections:
Universal access by the entire workspace
- Subscription details
Limited access by users based on roles and responsibilities as defined above
- Payment details
- Budget details
- Historical spend
Under Subscription details, authorised users can take the following actions:
- Assign Access Owner
- Assign teams that use the application and allocate budget percentages among them
- Add application tags
- Set up one-off or regular email reminders
- Change the number of seats that are active in the subscription
- Update the Certification tags
In Payment details, you will find the record of the most recent payment attempt.
Failed payment attempts are marked with a label, and you can find the decline reason in the Payments tab.
Respecting any Approval flows you've set up, authorised users can change the budget details for the application:
- Budget type
- Budget amount and frequency
- Budget allocation
- Next top-up date or Expected payment date
- Application amount (for fixed budget)
- Budget flexibility (for fixed budget)
- Automatic flush (for fixed budget)
- 20% buffer (for fixed budget in foreign currency)
Historical spend reflects the total monthly spend under the application:
Hovering on the bars will break down the sum into individual transactions.
Essential tabs
These tabs are included in all plans to power the basic SaaS management functionalities.
Payments gathers all the transactions that take place through the cards created under the application. Here, money movements that have a financial impact are recorded:
- Topping up and Flushing (for fixed budget)
- Pending and settled payments
- Refunds
For each transaction, you will find:
- Transaction amount - money in for refunds or money out for payments
- Balance - the application balance for fixed budget or the available account balance for soft budget
- Payment type - either through card or transfer
- Invoice - view or upload an invoice to the transaction
In Contracts & Notes, you can add notes and upload files that are related to the provider:
It could be anything from a copy of the contract signed to the discussion on which plan or pricing you should be on.
Change history shows you a summary of all the changes that have taken place regarding the application creation, card access, and budget changes:
In Accounting, you can assign a GL code or cost centre to the application. You can also add extra reporting fields for your bookkeeping needs. All fields will appear as columns in the .csv file if you export your transactions.
Supplementary tabs
These tabs are only available if the selected features are included in your plan and activated, giving you the extra boost to stay on top of your subscriptions.
Compliance is available in our Compliance module.
In Compliance, you can view or fill in the compliance questionnaire for the application. Here is also where you can delegate the questionnaire to other users or third-parties.
Benchmarks & Negotiation Copilot are available in our Spend Optimisation module.
Benchmarks shows you the 25th and 75th percentile of spend for that service to help you gauge where you are standing as well as how much you should be spending based on the size of your team.
Negotiation Copilot equips you with a renewal insight kit and guides you through the negotiation process with tools such as a pre-filled renewal email and tracking of the process.
Xero/ QuickBooks settings appear once you set up the integration.
Under Xero or QuickBooks settings, you can determine how the transactions related to this app appear in your Xero or QuickBooks account, or whether they should appear at all.