Team spaces and approvals

#Team spaces overview

A team space is a shared workspace where colleagues post errands against a common allowance and a single invoice. Team spaces are available on the Team plan (up to 15 seats) and the Business plan (up to 50 seats across locations). Household plans support up to 4 members, but without roles or approvals.

Each seat is one person. You can invite people by email from Team, then Members. Invitations expire after 7 days, and unused invitations don't count toward your seat limit.

#Roles and permissions

Every member is assigned one of four roles. You can change a member's role at any time.

#Approval workflows

Approval rules let you require a sign-off before certain errands are sent to runners. Rules are built from conditions and can name one or two approvers. When an errand needs approval, approvers get an email, an in-app notification and, if connected, a Slack message.

• Amount-based: require approval when an errand is expected to exceed a value you set, such as $150 in reimbursed purchases.
• Category-based: require approval for specific categories, such as pharmacy pickups or key handoffs.
• Requester-based: require approval for particular members or roles, such as new hires.
• Two-step approvals: for larger items, require two approvers (up to 2 per rule) before an errand can post.

Approvers have 24 hours to respond by default. You can shorten this to 4 hours or lengthen it to 72 hours. Expired requests return to the requester as Approval timed out, and no allowance is used.

{
  "rule": "Large reimbursements",
  "conditions": { "expected_spend_over": 150 },
  "approvers": ["maria.ortiz@example-office.com", "dev.patel@example-office.com"],
  "required_approvals": 2,
  "expires_after_hours": 24
}

#Spend caps and budgets

Spend caps limit how much runners can spend on your behalf, such as on grocery top-ups or pharmacy pickups. Set a cap per errand, per member per month and per team per month. Caps cannot exceed the $200 per-transaction limit that applies to all cash transactions.

• Per-errand cap: the maximum a runner may spend on one errand.
• Member monthly cap: a total per person, reset on the first of each month.
• Team monthly cap: an overall ceiling for the workspace.

#Reporting and cost centers

Team and Business plans include CSV export and API access for every errand, approval and receipt. Business plans add departments and cost-center reporting, so finance can allocate errands across locations and teams. Assign a cost center when an errand is posted, or set a default per member.

Exports include the errand ID, requester, approver, category, duration, spend, tip and cost center. You can schedule a monthly export to arrive by email on the second business day of each month.