Ad Placement
Case Background
X Media is a company focused on cross-border e-commerce ad placement. Its advertising department has 5 media buying teams, each responsible for ad promotion projects in different product categories. Each team manages multiple ad platform accounts (such as Meta, Google, and TikTok), with 2–3 operators responsible for daily operations on each platform.
Before using ORBSIS, all teams shared the same funding pool. Spending from different teams and platforms was all mixed together, making monthly reconciliation time-consuming for finance staff, and instances of fund misuse between teams occurred frequently. So how did ORBSIS help this company improve fund management efficiency?
Business Team Perspective
Account Setup: Achieving Fund Isolation with Sub Accounts
Manager Chen, head of the advertising department, opened an independent Sub Account for each of the 5 placement teams on the ORBSIS platform:
- Sub Account A: Beauty Team
- Sub Account B: Consumer Electronics Team
- Sub Account C: Home & Living Team
- Sub Account D: Apparel Team
- Sub Account E: Food & Health Team
Each Sub Account's funds are independent, with no interference between teams, completely resolving the issue of fund misuse. The Primary Account is managed centrally by Manager Chen, who can check each team's fund balance and spending activity at any time and transfer funds to Sub Accounts as needed.
Budget Management: Precise Control over Ad Spend for Each Project
Taking the Beauty Team as an example, the team is running ads simultaneously on three platforms this month:
| Budget Name | Associated Platform | Budget Amount |
|---|---|---|
| Beauty – Meta Ad Budget | Meta Ads | $10,000 |
| Beauty – Google Ad Budget | Google Ads | $20,000 |
| Beauty – TikTok Ad Budget | TikTok Ads | $30,000 |
Each budget is created independently and linked to the Beauty Team's Sub Account. Operators can only spend within the corresponding budget limit, and spending is automatically stopped once the budget is exceeded, effectively preventing overspending.
When Meta ad performance is strong and additional budget is needed, the team lead can top up the "Beauty – Meta Ad Budget" independently without adjusting budgets for other platforms, enabling flexible and efficient fund allocation.
Virtual Cards: Granular Control over Each Operator's Fund Usage
The Beauty Team's Meta placement group has 3 operators, each holding:
- Virtual Card 1: Operator Li (Meta Account Group A)
- Virtual Card 2: Operator Wang (Meta Account Group B)
- Virtual Card 3: Operator Zhang (Meta Account Group C)
Each virtual card is linked to the corresponding budget. Operators can only spend funds available on their own card, making fund usage trackable down to the individual level. If a card triggers the platform's risk controls or an anomaly is detected, the team lead can immediately disable that card on the ORBSIS platform without affecting other operators' placements at all.
Finance Team Perspective
Finance staff member A is responsible for the monthly expense verification and reimbursement review for X Media's advertising department.
Before ORBSIS
At the end of each month, A had to collect spending records from each of the 5 teams individually and then manually cross-reference them against bank statements. Because all teams shared the same fund account, the statements only showed amounts and merchant names — it was impossible to directly determine which team, platform, or operator each transaction belonged to. Reconciliation typically took 3–5 business days and required repeated back-and-forth confirmation with each team.
After ORBSIS
With each team having its own Sub Account, each platform having its own budget, and each operator having their own virtual card, all spending records in the backend carry clear attribution tags. A simply logs in to the platform and can filter transaction details by team, budget, or card dimension — all data is immediately clear.
What previously took 3–5 business days for reconciliation can now be completed within half a day. The budget execution status and balance progress of each team are also viewable in real time, allowing A to proactively anticipate each team's fund needs and arrange transfers in advance.
💡 Through ORBSIS's three-tier fund control system — Primary/Sub Account hierarchy, budget management, and virtual cards — X Media's advertising department achieved end-to-end efficiency improvements in fund allocation, spending control, and financial reconciliation, ensuring every dollar of the ad budget is spent clearly and used effectively.