Four stops on one rod
At each stop one more bead is set, until the receipt is matched and the spend is done.
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Cardholder
Ask before you spend
The cardholder writes a short request against one budget and adds a line on why. They see their own card, its rules and whether the budget is open. Nothing is spent at this stop.
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Owner
Check the budget
The owner sees the request beside the budget it belongs to and the rules set for it. They decide whether it fits, ask a question, or send it back with a note. If it fits, it moves on to the approver.
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Approver
Say yes or no
The approver sees the request, the owner's note and the card it will go on. They approve it or decline it, and a decline always carries a short reason the cardholder can read. Only then can the card be used for that spend.
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Bookkeeper
Match the receipt
The bookkeeper sees each approved spend and whether a receipt has been added. They match the two, flag anything that does not line up and chase what is missing. A matched spend is ready for the month's close.
Who does what
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Owner
Can
Sets up budgets, cards and roles, and changes the rules when the team changes.
Cannot
Cannot approve their own requests if another approver is named for that budget.
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Approver
Can
Approves or declines requests for the budgets they are named on, with a reason.
Cannot
Cannot change card limits or add new people to the account.
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Cardholder
Can
Asks for spends, uses their card within its rules and adds receipts.
Cannot
Cannot see other people's cards or change the rules on their own card.
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Bookkeeper
Can
Sees every spend, matches receipts and exports the month for the books.
Cannot
Cannot approve spends, hold a card or move money.
Receipts and the month's close
Each receipt is matched to its spend, so the month can be closed calmly and handed to your bookkeeper in one piece.
Adding a receipt
The cardholder takes a photo or uploads a file and adds a line on what it was for. That's it.
Matching it up
The bookkeeper pairs the receipt with the approved spend and flags anything that does not agree.
Chasing what is missing
Spends without a receipt stay marked, and the cardholder gets a reminder from the account instead of a tap on the shoulder.
Handing over the month
When every line is matched or explained, the month is exported with notes for your bookkeeper to take from there.
What stays with you
Reading the statements
Rules catch a lot, but someone on your team should still read the statement each month and ask about anything odd.
Deciding the exceptions
A broken boiler in January does not fit any budget. A person decides, and writes down why.
Checking unusual spends
A spend can follow every rule and still look wrong to someone who knows the team, so keep looking.