Use Cases

Organizations face different fund-management challenges. The following advertising and business-travel scenarios show how ORBSIS combines Primary Accounts, Sub Accounts, Budgets, and virtual cards to isolate funds, control spending, and reconcile transactions.

Advertising

Background

X Media specializes in cross-border e-commerce advertising. Its advertising department has five media-buying teams responsible for different product categories. Each team manages multiple advertising-platform accounts, such as Meta, Google, and TikTok, with two to three media buyers operating each platform.

Before ORBSIS, all teams shared one fund pool, so spending by different teams and platforms was mixed together. Monthly reconciliation took a long time and funds were easily mixed between teams.

Use Sub Accounts to Isolate Team Funds

Chen, the advertising manager, creates a separate Sub Account for each of the five media-buying teams:

• Sub Account A: Beauty team
• Sub Account B: Consumer electronics team
• Sub Account C: Home and living team
• Sub Account D: Apparel team
• Sub Account E: Food and health team

Each Sub Account manages funds independently. Chen can use the Primary Account to view each team’s balance and spending and transfer funds to different Sub Accounts as needed.

Use Budgets to Control Advertising Costs

For example, the Beauty team runs advertising on three platforms this month:

Budget Name	Platform	Budget Amount
Beauty - Meta Advertising Budget	Meta Ads	$10,000
Beauty - Google Advertising Budget	Google Ads	$20,000
Beauty - TikTok Advertising Budget	TikTok Ads	$30,000

Each Budget is created separately and associated with the Beauty team’s Sub Account. Media buyers can spend only within the corresponding Budget Limit. If one platform needs additional advertising funds, adjust its Budget without affecting the other platforms.

Use Virtual Cards to Manage Media Buyer Spending

The Beauty team’s Meta media-buying group has three media buyers, each using a separate virtual card:

• Virtual Card 1: Li, Meta account group A
• Virtual Card 2: Wang, Meta account group B
• Virtual Card 3: Zhang, Meta account group C

Each card is associated with the relevant Budget. Media buyers can spend only with their own cards, so usage can be attributed to individuals and advertising accounts. If a card is abnormal or must be paused, the team manager can Disable it without affecting other media buyers.

Financial Reconciliation Results

After adopting ORBSIS, each team has an independent Sub Account, each platform has an independent Budget, and each media buyer has an independent virtual card. Finance staff can filter transactions by team, Budget, or card to identify the owner of each expense quickly.

Reconciliation that previously took three to five business days can now be completed in half a day. Finance staff can also monitor Budget usage in real time and arrange transfers in advance to prevent insufficient balances from interrupting advertising.

The following section should be placed after “Advertising” and before “Business Travel”:

AI Tool Subscriptions

Background

Z Technology is a fast-growing SaaS organization. Its Product, Design, Marketing, and Customer Support teams use many AI tools for text generation, image design, coding assistance, data analysis, and more. Different teams have monthly or annual subscriptions and previously paid mainly with employee cards or shared department cards.

Because there are many subscriptions, finance staff have difficulty matching each expense to a team and tool. Duplicate purchases, unmanaged auto-renewals, and service interruptions caused by insufficient card balances can also occur.

Create Subscription Budgets by Team

The finance lead creates separate Budgets by team and use case:

BudgetName	Team	Monthly Budget Amount
Product and Engineering AI Tools Budget	Product and Engineering team	$5,000
Design and Content AI Tools Budget	Design and Marketing team	$3,000
Customer Support and Operations AI Tools Budget	Customer Support and Operations team	$2,000

Each team’s subscription expenses are charged to its corresponding Budget. Finance staff can view Budget usage and remaining Available to Spend for each team without mixing subscription expenses together.

Configure Virtual Cards for Subscription Services

Configure virtual cards for different services based on how subscriptions are managed:

• Use a Shared Limit Card for a team tool used by multiple people;
• Use a Dedicated Limit Card for a single tool, project, or fixed-fee subscription;
• Set the Dedicated Limit Card’s Card Limit no higher than the Budget’s Available Limit to control the maximum spend for one subscription.

For example, the Design team configures separate virtual cards for an image-generation tool, a video tool, and an asset tool and associates them with the “Design Content AI Tools Budget.” If a subscription charge is abnormal or no longer needed, its card can be Disabled without affecting renewals for other tools.

Finance Team Perspective

Before Using ORBSIS

Finance staff must periodically collect subscription lists from each team and use bank statements to identify the source of each charge. Inconsistent subscription names, charge times, and payment cards make it difficult to determine the relevant team or project. Auto-renewals, duplicate subscriptions, and charges after cancellation also require manual investigation.

After Using ORBSIS

Each team has an independent Budget and each subscription uses its corresponding virtual card. Every spending record can be filtered by team, Budget, or card. Finance staff can promptly review subscription amounts, transaction statuses, and charge times and export transaction records for monthly reconciliation.

When a subscription is about to exceed its Budget, a transaction fails, or an unusual charge appears, the owner can promptly adjust the Budget, update the Card Limit, or Disable the relevant card to protect normal operations and reduce unnecessary subscription spending.

ORBSIS turns AI-tool subscriptions from scattered payments into centralized management, giving the organization a clear view of each team’s subscription expenses, Budget usage, and actual spending records.

Business Travel

Background

Y Technology is a cross-border SaaS organization operating in multiple countries and regions. Its Sales and Business Development teams travel frequently and incur expenses for flights, hotels, meals, and customer entertainment.

Before ORBSIS, employees usually had to request an advance or pay personally and seek reimbursement later. Finance approval took a long time, receipts were scattered, and reimbursement often took more than two weeks.

Create Travel Budgets by Department

Lin, the finance director, creates travel Budgets by department:

Budget Name	Department	Quarterly Budget Amount
Sales Team Travel Budget	Sales Department	$15,000
Business Development Travel Budget	Business Development Department	$10,000
Management Travel Budget	Administrative Department	$8,000
Client Entertainment Budget	Marketing Department	$6,000

Each department’s travel expenses are charged to its corresponding Budget. Once the Budget is exceeded, the system restricts further spending, controlling excess spending at the source.

Configure Virtual Travel Cards for Employees

Employees who need to travel use virtual cards linked to their department’s Budget to pay travel expenses. They do not need to pay personally or submit individual reimbursement requests afterward.

For example, salesperson Chen visits customers in Singapore and Thailand this month and pays for flights, hotels, and meals with a personal virtual card. Each expense is automatically recorded under the relevant card and Budget for easy review and reconciliation.

Financial Management Results

After adopting ORBSIS, finance staff can monitor each department’s Budget usage in real time, identify Budgets that are nearly exhausted, and remind the relevant owner to control spending.

Spending records can also be viewed by employee, department, and Budget. Finance staff no longer need to collect paper receipts one by one; exporting transactions for the relevant period is enough to reconcile expenses. The reimbursement cycle can be reduced from more than two weeks to one or two business days.

With Budget management and virtual cards, organizations can move travel-expense management from after-the-fact reimbursement to pre-spend control, in-process tracking, and post-spend reconciliation, while reducing employee out-of-pocket costs and improving finance review efficiency.