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How Funds & Spending Flow

ORBSIS separates fund movement from spending control across different layers.

Understanding this distinction prevents Sub Account balances, Budget limits, and card spending capacity from being treated as the same concept.

Step 1: Funds Enter the Primary Account​

A business first adds funds to its Primary Account using a top-up method supported by the platform.

The Primary Account is the top-level real fund account of the business.

Step 2: Funds Move to Sub Accounts​

Funds can be transferred from the Primary Account to one or more Sub Accounts.

A Sub Account is also a real fund account, so transfers change the fund position of the relevant accounts.

Step 3: Allocate a Budget Limit from the Sub Account​

When a Budget is created or its limit is increased:

Sub Account Available Balance → Allocated Budget Limit

This does not mean the funds are transferred into another real fund account.

Instead, part of the Sub Account balance changes from funds that are freely transferable to an amount controlled by Budgets.

Therefore:

Sub Account Total Amount = Available Balance + Allocated Budget Limit + Frozen Amount

Where:

  • Available Balance: Funds still available for transfer or additional Budget allocation
  • Allocated Budget Limit: The sum of Budget Limits allocated under the Sub Account
  • Frozen Amount: Funds frozen at the account level

Step 4: The Budget Controls Spending Capacity​

Each Budget uses several limit fields to control spending:

Available to Spend = Budget Limit − Total Spent

Available Limit = Budget Limit − Utilized Limit

These fields answer different questions:

  • Available to Spend: How much of the overall Budget remains unspent
  • Available Limit: How much capacity remains unoccupied and available for Shared Cards or additional Limited Card allocation

As a result, Available to Spend may still be positive even when Available Limit is low or zero.

Step 5: Cards Use Budget Capacity​

Shared Cards​

A Shared Card does not have an independent Card Limit.

It uses the Available Limit of its associated Budget.

Limited Cards​

A Limited Card has an independent Card Limit.

Once a Card Limit is assigned, it occupies part of the Budget's Utilized Limit even before the card has actually spent that amount.

This means Limited Cards can reserve Budget capacity in advance.

Step 6: Card Spending Occurs​

When a card authorization or transaction occurs, the related spending is reflected at the Budget and card layers.

Sub Account Frozen Amount is not used to represent card authorization amounts.

Card spending and authorizations should be reviewed through Budget and VCC transaction records rather than Sub Account fund movement records.

Step 7: Release Budget Capacity​

When a Budget is reduced, disabled, or released, releasable capacity returns to the Sub Account:

Allocated Budget Limit → Sub Account Available Balance

This increases the amount that can once again be transferred or allocated.

End-to-End Flow​

The overall flow can be simplified as:

Top-Up → Primary Account → Sub Account → Budget Limit → VCC Card → Transaction

The actual fund account layers are:

Primary Account → Sub Account

Budgets and cards primarily handle:

Limit Control → Payment → Spending Records

This separation allows fund management, spending control, and transaction reconciliation to be handled independently.