Partners that you invite are able to create Activity proposals that include budget information and answers to the questions you included in the Activity Template form. You’ll receive an email notification when a partner submits a new Activity.
When a Partner submits an Activity funding request, you'll review and approve (or reject) it. This guide explains the approval components and workflow.
Approval Components
1. Budget Review
Vendor Contribution: The amount you'll fund via reimbursement & magic cards (editable).
Partner Contribution: The amount the Partner is contributing (editable)
Proof of Partner Contribution: Toggle to require the Partner prove their spend
Currency: Select the currency for this activity (defaults to Partner's request)
2. Magic Card (Optional)
A pre-paid card issued to the Partner for activity expenses. When enabled, you configure:
Spending Limit: Maximum amount the Partner can spend
Activation Date: When the card becomes active (minimum 3 business days from today)
Require Receipts: Toggle SMS receipt reminders for each transaction
Merchant Restrictions: Allow or block specific merchant categories (MCCs)
Note: The spending limit is deducted from your MDF balance immediately upon approval.
3. Proof of Execution
Requirements the Partner must fulfill to have their claims approved:
Add custom requirements or use saved templates
Each requirement can include a name and detailed instructions
Partners upload files and/or text responses
4. Claims Due Date
The deadline for Partners to submit expense claims for this activity. You can adjust this date later if needed.
Approval Workflow
Review: Partner submits → You receive notification → Review request details
Edit (Optional): Adjust budget amounts, configure Magic Card, set requirements
Save Draft: Your changes are saved but the activity remains "In Review"
Approve or Reject:
Approve: Funds are committed, Partner can activate their card and submit claims
Reject: Provide a reason; Partner will see your feedback
After Approval
Magic Cards: Partner activates the card and can spend up to the limit
Claims: Partner submits expense claims (manual or via Magic Card transactions)
Review Claims: You review and approve individual reimbursement requests
Key Points
Approvals are permanent — you cannot un-approve an activity
Magic Card funds are deducted immediately from your MDF balance
Claims are paid separately as you approve them, up to your approved contribution amount
View-only users cannot approve, reject, or modify activities