Requests allow Soldo users to request temporary virtual cards to make ad-hoc payments or receive funds to top up their balance. When a request is submitted, it needs to be approved by at least one other user in the company. This is what we call a 'request process'.
With Soldo, you can choose between two types of request processes:
- Standard request process
- Custom request process
Standard request process
The standard request process is the default option and can be used for any purpose. It consists of two simple steps:
- A user sends a request.
- A Super admin approves or declines the request. If approved, the Super admin creates a virtual card or transfers funds to top up a balance.
Custom request process
If you're a Super admin or Admin and want to create a request process for a specific type of purchase or include more than one reviewer, you can create a custom request process. When creating one, you can:
- Decide who the requesters will be. You can choose to offer the request process to all users or only specific users. If you choose specific users, only they will see the custom review process when making requests.
- Provide a process name and description. This helps requesters identify the right process for the type of request they want to submit. For example, you might name a process 'IT hardware' with a description like: 'For requesting IT equipment - laptops, monitors, etc.' You can also link the process to a spending policy, if available.
- Add more review steps. You can create multiple steps with different reviewers assigned at each step. For example, you might include someone from the IT department to review requests for IT equipment.
You can create customised request processes for Funds and Goods or services. For example, you may want fund requests for specific users to be reviewed by a line manager or team leader.
How to create a custom request process
- Log in to the web app as a Super admin or Admin.
- Select Requests from the left-side menu.
- Select Configure request process.
- Decide if you want to create a request process for Funds or Goods or Services (temporary virtual card for pre-approved spend). Select the relevant tab in the web app.
- Select Create a request process.
- Enter a name, description, and optional spending policy link.
- Select Next.
- Choose who the requesters will be. You can select Any user or Choose specific users.
- Select Next.
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Choose who the reviewer will be.
Note: A single review step is created by default with the Super admin set as the reviewer. You can edit this step to choose a different reviewer or role, or add additional review steps to create a multi-step review process. - Select Next.
- Review your process and select Confirm.
How to change a Reviewer for a request process
As your business evolves, so do your teams and responsibilities. Whether someone changes roles, leaves the company, or new workflows are introduced, it's important to keep your request processes up to date. One key aspect of this is managing who acts as the Reviewer for each step of a request process.
By updating the Reviewer, you ensure that approval flows remain relevant, accountable, and aligned with how your company operates.
It’s also worth noting that you won’t be able to delete a user from your Soldo account if they’re still listed as a Reviewer in any active or inactive request process. So before removing someone from the system, you’ll need to reassign or remove them from any workflows they’re part of. This guide shows you how.
- From the left-side menu, select Requests.
- Select Configure request process.
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Select the tab for the request process you want to edit (Funds/Goods or services).
Note: By default, we'll only display your active request processes. If you need to edit an inactive process, you'll need to select the filter and choose All or Inactive to display those. - Find the process you want to change and select the 3 dots (more options), then select Edit.
- From the Reviewers section, select Edit.
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Select the step you want to change.
- Make your changes and then select Save changes.
Requests give your teams a simple way to ask for temporary payment methods such as temporary virtual cards or access to make a bank transfer. These requests can be used for ad-hoc payments or to receive funds to top up a balance.
Every request must be reviewed by at least one other user in your company. This review journey is what we call a request workflow.
In Soldo, you can choose between two types of request workflows:
- Standard request workflow
- Custom request workflow
Standard request workflow
The standard request workflow is the default option and suitable for most needs. It includes two steps:
- A user sends a request.
- A Super admin approves or declines the request. If approved, the Super admin creates a temporary virtual card or transfers funds to top up a balance.
Custom request workflow
If you're a Super admin or Admin and want to create a process for a specific type of purchase or want more than one Reviewer involved, you can create a custom request workflow. A custom workflow allows you to:
- Choose who the requesters are. You can make the process available to all users or only certain users.
- Name and describe the process. This helps requesters choose the right option. For example, you might create a process named "IT hardware" with a description such as "For requesting IT equipment like laptops and monitors". You can also link it to a spending policy whenever relevant.
- Add more review steps. You can involve different Reviewers at different stages. For example, you may add someone from the IT team to review equipment requests.
You can create custom request workflows for Funds, Goods or services, and Trips. For example, you may want certain users’ fund requests to be reviewed by a manager.
How to create a custom request workflow
- Log in to the web app.
- From the navigation menu, select Requests.
- Select Manage workflows.
- Decide whether you want to create a process for Funds, Goods or services (temporary virtual card or bank transfer access), or Trips. Select the relevant tab.
- Select Create workflow.
- Enter a name, description, an optional link to a spending policy and select the payment methods that will be available for this workflow when relevant.
- Select Next.
- Choose who the requesters will be. You can allow any user to make requests with this workflow or choose specific users.
- Select Next.
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Choose who the Reviewer(s) will be.
Note: A single review step is created by default with the Super admin as the Reviewer. You can edit this step, change the Reviewer or role, add automation or create additional review steps. - Select Next.
- Review your process and select Confirm.
How to change a Reviewer on a custom request workflow
Your request processes should reflect how your company operates. If someone moves into a new role, leaves the company or if workflows evolve, you may need to update who reviews each step.
Keeping Reviewers up to date ensures approval flows remain accurate and accountable.
You also cannot delete a user from Soldo if they are listed as a Reviewer in any active or inactive request process. Before removing a user, you will need to update each process they belong to. Follow the steps below to make these changes.
- From the navigation menu, select Requests.
- Select Manage workflows.
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Select the tab for the request process you want to edit (Funds, Goods or services, or Trips).
Note: Only active processes are displayed by default. To edit an inactive process, use the filter and make sure the Inactive option is selected. -
Find the process you want to change and select the three dots in the Action column. Then select Edit workflow.
Tip: To quickly check who reviews each step, select the three dots and choose View approval steps. You'll then see the approval workflow in the side panel. - From the Reviewers section, select Edit.
- Select Edit icon next to the review step you want to update.
- Make your changes and select Save.