How to submit a virtual card request

You can request a one-time or recurring virtual card for cases where you need to:
purchase software (under $5,000 annually)
purchase office supplies
purchase equipment (onboarding or equipment refreshes), or
purchasing airline tickets or booking lodging when traveling on behalf of Mattermost.
Log in to Airbase via Okta. How to access Airbase for details.
Select Payments > Virtual Cards. Select Request with Approvers located in the top right corner of the screen. You’re taken to the New Request screen.
Example of how to request a virtual card in Airbase.
Enter Vendor and Amount fields. Make sure you enter the amount in the correct currency. Select Next to continue.
Example of the Type of Request section for a virtual card request in Airbase.
Under the 02. Type of Request section, choose either a One-Time Virtual Card or Recurring Virtual Card.
One-time virtual cards are suitable for ad hoc purchases like annual software subscriptions (less than $5,000 annually), travel and entertainment (flights, lodging, rideshares, meals, customer entertainment), or office supplies and equipment (USB cords, external monitors, pens, notebooks, standing desk, chair).
Recurring virtual cards are suitable for purchases made on a periodic basis, like monthly software subscriptions (less than $1,000 monthly).
Example of the Type of Request screen for a virtual card request in Airbase.
Scroll down the page and complete all remaining fields. Instructions for fields in this section are included below.
For one-time virtual cards
Example of the Card Details section of a one-time virtual card request in Airbase.
1.Card Expiry Date: enter card close out date (the day the card will no longer be used)
2.Number of Transactions: choose Unlimited.
3.Spend Category: choose the appropriate category for this request from the drop down menu
4.Description: provide all the critical information that the Finance team may need to review this request. Incomplete information will cause delays in the process.
5.If there are online terms for review, mark as Yes and enter the URL in the URL field.
6.URL: provide a link to online terms and conditions, if applicable.
7.Attachments: provide any related legal documents or order forms that need to be reviewed and signed.
For recurring virtual cards
Example of the Card Details section of a recurrent virtual card request in Airbase.
1.Renewal frequency: provide the amount that will be charged on the virtual card by frequency (daily, monthly, quarterly etc.)
2.Spend Category: choose the appropriate category for this request from the drop-down menu
3.Description: provide all the critical information that the Finance team may need to review this request. Incomplete information will cause delays in the process.
4.If there are online terms for review, mark as Yes and enter the URL in the URL field.
5.URL: Provide a link to online terms and conditions, if applicable.
6.Attachments: Provide any related legal documents or order forms that need to be reviewed and signed.
In the 04. Accounting Details section, provide the following accounting details:
Example of the Account Details section of a virtual card request in Airbase.
1.Subsidiary: Do not change the subsidiary. All virtual card charges will roll under the Mattermost, Inc. entity.
2.Categories: From the drop-down menu, please select the appropriate Category. See definitions for Categories below.
3.Add tags - From the drop-down menu, select the appropriate tags for Class, Department, and Location. See definitions for Class below.
Once you’ve completed the virtual card request form, select Submit. This will kick off your virtual card request, and the appropriate approvers will be notified.
If you have any questions on how to submit a virtual card request, please contact [email protected].
Class Definitions
Class
Definition
Advisor
Expense related to Advisory services for Mattermost.
Bounty Projects
Fees for Services Related to Bounty Projects.
Business Operations
Expenses to support office and business operations; stamps, postage, supplies, snacks, etc.
Conferences & Trade Shows
Expenses incurred to get to, attend, or stay at Conference/Trade Show.
Consultants
Expense related for payment to Non-ROW Consultants & Contractors.
Customer Facing
Expenses incurred when meeting, spending time, or entertaining a current or potential customer.
Marketing Events
Expenses incurred to attend marketing events, seminars, etc.
MatterCon
Expenses for MatterCon events only.
Community Member
Community Member expenses for MatterCon events only.
Onboarding
Expenses for new hire home and office equipment; travel for onboarding training, etc.
Recurring Subscriptions
Expenses that are recurring in nature and support business operations; mobile subscriptions, software licenses, etc.
Simulation Projects
Expenses for candidate simulation projects sponsored by Mattermost.
Staff
Expense related for payment of Monthly Salary & Periodic Bonuses to ROW Staff.
Support
Revenue and CoS for customer support products.
Systems
Expenses, greater than $500, incurred for work performed on systems.
Team Celebration
Expenses for department head approved celebration with staff members.
Team Events, Meetups & Offsites
Expenses incurred for Team Events, Meetups, or Offsites, which include all known travel costs.
Training
Expenses incurred for work-related online courses and professional development certifications.
Categories Definitions
Expense Category
Definition
Advertising
Online and print advertising.
Advisory or Consulting
Advisory (individuals or firms) or consulting (firms) services provided to Mattermost.
Audit and Tax Fees
Audit and tax services provided to Mattermost.
Candidate Attainment Projects
Simulations and other related projects for prospective candidates.
Company Events
Services provided to Mattermost for company sponsored events.
Company Swag
Mattermost branded swag NOT for marketing campaigns.
Conference and Seminars
Conferences and seminars (NOT Marketing related).
Contractor or Consultant
Individuals who will provide contractor or consulting services to Mattermost at an hourly or fixed fee for a specified period of time.
Dues & Subscriptions
Dues and Subscription fees for professional, technical, or trade publications.
Hosting COS
Hosting web services (e.g. AWS) - allocation for Cost of Sales.
Hosting Expense
Hosting web services (e.g. AWS).
HR Fees
Human resource services (individuals and firms) provided to Mattermost.
Job Advertising
Fees paid to advertise open positions to potential candidates (e.g. job boards).
Legal Fees
Legal and compliance services (individuals and firms) provided to Mattermost.
Marketing Promotional Materials
Promotional marketing materials.
Marketing Swag
Mattermost branded swag for marketing campaigns only.
Prepaid Insurance
All types of insurance policies, varying in period of time and premium amounts.
Prepaid Marketing & Advertising
Marketing and advertising services (e.g. public relations, search engine optimization and web & content development etc.) provided to Mattermost.
Prepaid Software/SaaS Licenses
Software license fees paid in advance (a year or more).
Recruiting Fees
Fees paid to third-party recruiters for candidate placement.
Recruiting Services
Fees paid to third party-service firms for recruitment efforts.
Software Expense
Software licenses and subscription (monthly).

How to review a purchase order

How to review a virtual card request

Last modified 3mo ago

Class	Definition
Advisor	Expense related to Advisory services for Mattermost.
Bounty Projects	Fees for Services Related to Bounty Projects.
Business Operations	Expenses to support office and business operations; stamps, postage, supplies, snacks, etc.
Conferences & Trade Shows	Expenses incurred to get to, attend, or stay at Conference/Trade Show.
Consultants	Expense related for payment to Non-ROW Consultants & Contractors.
Customer Facing	Expenses incurred when meeting, spending time, or entertaining a current or potential customer.
Marketing Events	Expenses incurred to attend marketing events, seminars, etc.
MatterCon	Expenses for MatterCon events only.
Community Member	Community Member expenses for MatterCon events only.
Onboarding	Expenses for new hire home and office equipment; travel for onboarding training, etc.
Recurring Subscriptions	Expenses that are recurring in nature and support business operations; mobile subscriptions, software licenses, etc.
Simulation Projects	Expenses for candidate simulation projects sponsored by Mattermost.
Staff	Expense related for payment of Monthly Salary & Periodic Bonuses to ROW Staff.
Support	Revenue and CoS for customer support products.
Systems	Expenses, greater than $500, incurred for work performed on systems.
Team Celebration	Expenses for department head approved celebration with staff members.
Team Events, Meetups & Offsites	Expenses incurred for Team Events, Meetups, or Offsites, which include all known travel costs.
Training	Expenses incurred for work-related online courses and professional development certifications.

Expense Category	Definition
Advertising	Online and print advertising.
Advisory or Consulting	Advisory (individuals or firms) or consulting (firms) services provided to Mattermost.
Audit and Tax Fees	Audit and tax services provided to Mattermost.
Candidate Attainment Projects	Simulations and other related projects for prospective candidates.
Company Events	Services provided to Mattermost for company sponsored events.
Company Swag	Mattermost branded swag NOT for marketing campaigns.
Conference and Seminars	Conferences and seminars (NOT Marketing related).
Contractor or Consultant	Individuals who will provide contractor or consulting services to Mattermost at an hourly or fixed fee for a specified period of time.
Dues & Subscriptions	Dues and Subscription fees for professional, technical, or trade publications.
Hosting COS	Hosting web services (e.g. AWS) - allocation for Cost of Sales.
Hosting Expense	Hosting web services (e.g. AWS).
HR Fees	Human resource services (individuals and firms) provided to Mattermost.
Job Advertising	Fees paid to advertise open positions to potential candidates (e.g. job boards).
Legal Fees	Legal and compliance services (individuals and firms) provided to Mattermost.
Marketing Promotional Materials	Promotional marketing materials.
Marketing Swag	Mattermost branded swag for marketing campaigns only.
Prepaid Insurance	All types of insurance policies, varying in period of time and premium amounts.
Prepaid Marketing & Advertising	Marketing and advertising services (e.g. public relations, search engine optimization and web & content development etc.) provided to Mattermost.
Prepaid Software/SaaS Licenses	Software license fees paid in advance (a year or more).
Recruiting Fees	Fees paid to third-party recruiters for candidate placement.
Recruiting Services	Fees paid to third party-service firms for recruitment efforts.
Software Expense	Software licenses and subscription (monthly).