How to submit a purchase request

Guided Procurement is a purchase module within Airbase where you can make the following types of purchase requests:

1. Virtual card - recurring

2. Virtual card - one time

3. Purchase Order

How to make a purchase request:

Log into Airbase via MS365.

To submit a purchase order or virtual card, choose “Select a Request Type” and “New Purchase Request Workflow"

This will bring you to the intake form. You have the option to Upload an Order Form, Upload a Statement of Work or Start Request from Scratch.

Choose Start request from scratch and complete the intake form.

If you are submitting on behalf of a teammate, please choose their name in the drop-down menu:

Choose the Primary and Secondary purchase categories to trigger the correct workflow:

Choose the appropriate vendor. If the request is for a new vendor, you can add a new vendor:

Complete the rest of the intake form. Please include as much information as you can in the “Provide a short description of this purchase request” field. This will help facilitate review and approval of the request.

Once the intake form is completed, click on Save & Continue.

This will kickoff the approval workflow. Move through the approval milestones and complete the necessary fields within each milestone.

Budget Approval Milestone

IT Approval Milestone (example – Software)

Legal Approval Milestone (example)

Important note: Airbase integrates with Ironclad. If your request requires legal review, Airbase will send your request after Department, Budget and IT approvals are complete to Ironclad where legal and security review will take place. You will be able to access the workflow in Ironclad to monitor the progress of the review. Once Legal and Security approves your request, any related legal document that needs to be signed will be done through Ironclad. The approved and signed request will be sent back to Airbase, where it will be final approved by Accounting and Finance.

Finance & Accounting Approval

In the Payment Method section, you can choose the type of payment method, one-time virtual card, recurring virtual card or purchase order. If you need assistance with choosing the payment method, please reach out to [email protected].

Continue through the rest of the form. Once the form is completed, click on Submit Request. This will kick off the procurement process for your request.